Executive Secretary I
Disney ABC Television Group
Burbank, CAThis was removed by the employer on 7/22/2017 9:53:00 PM PST
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Full Time Job
Assist the Vice President in the Freeform Production department. Keep office organized and running smoothly. Coordinate meetings, phones, read department and industry-related material. Assist in flow of high volume of material in and out of the department.
Responsibilities
• Organize and coordinate all office operations for Executives in an extremely fast paced environment
• Manage calendars, including scheduling and planning meetings, and preparation of meeting logistics and materials
• Establish and maintain effective administration systems. Including creating and maintaining departmental filing system, source materials, resources, and internal paperless shared drive.
• Screen and prioritize incoming phone calls, respond to inquiries and resolve issues requiring attention to detail
• Maintain system to proactively advise Executives of appointments, meetings, deadlines and events
• Handle travel arrangements and T&E preparation and processing using SAP (internal web-based workplace), track and copy all payments, and reconcile all credit card bills.
• Interface regularly with senior executives and their assistants, providing information as needed
• Order office supplies.
• Provide visitors with proper arrival and parking instructions. Validate parking upon visitors arrivals.
• Track and comb all production schedules, add key production meetings to executive's calendars.
• Handle/Process UPS, International Mail Requests.
• Maintain internal distribution database
• Liaison with numerous internal departments including Development, Current, Legal, Press, Tech, Talent, Finance, Security, etc
• Process internal distribution between all shows and various departments.
• Contact for information on all projects in production, including schedules, key contacts and names of production company principals.
• Track incoming and outgoing production and post materials such as scripts, credit binders, schedules, production/post deliverables, etc.
• Process and setup meetings/presentations via video-conferencing.
• Assist with Asset Management and Charitable Donations.
• Assist with on-boarding new employees, temps, etc.
• Facilitate Records Management and Iron Mountain Requests
• Update and Distribute Various Grids. I.E. Security, Labor, etc.
• Organize departmental special projects and events, as needed.
• Process other special projects assigned by Vice President.
Basic Qualifications
• A minimum of 2 years of secretarial/administrative assistant experience.
• Must be comfortable with technology and have the ability to learn and administer multiple software platforms.
• Demonstrated proficiency in Microsoft Office programs.
• Ability to prioritize and be flexible to shifting priorities/deadlines
• Self-motivated, takes initiative.
• Ability to interact with individuals at all levels of the organization, as well as individuals outside the company
• Highly organized with extreme attention to detail
• Ability to work in a high pressured, fast paced environment
• Excellent communications skills
• Demonstrated strong interpersonal skills and a sensitivity to confidentiality
• Must possess a very positive team player with an upbeat, ''can-do'' attitude
Preferred Qualifications
• Some film/television production or related industry experience preferred.
• A minimum of 3 years of secretarial/administrative assistant experience
Required Education
High School education
Preferred Education
Associates or Bachelor's Degree
Company Overview
The Disney/ABC Television Group is composed of the Walt Disney Company's (NYSE: DIS) global entertainment and news television properties, owned television stations group, as well as radio and publishing businesses. This includes the ABC Television Network, ABC Owned Television Stations Group, ABC News, ABC Studios, Disney Channels Worldwide, ABC Family, Radio Disney, as well as Disney/ABC Domestic Television and Disney Media Distribution. The company's equity interest in A&E Television Networks round out the Group's portfolio of media businesses.
Additional Information:
Equal Opportunity Employer- Female/Minority/Veteran/Disability/Sexual Orientation/Gender Identity