Executive Assistant & Office Coordinator

This is a Full Time Job

Executive Assistant (Disney Advertising Sales)

Job Summary:

Job Summary:

We are seeking a highly organized, proactive, and resourceful Executive Assistant & Office Coordinator to provide comprehensive support the VP, Pricing and Planning and the VP, Category Strategy, while also overseeing the day-to-day operations of the office. This role is critical to ensuring seamless executive support while creating a welcoming and efficient office environment. You will play a key part in managing travel, calendars, events, vendor relationships, and facilities coordination-all while maintaining confidentiality and professionalism.

You will also serve as a strategic liaison between the regional office and Disney's headquarters, ensuring that communication and operations are aligned, responsive, and effective.

Responsibilities:

Provide administrative support to 2 VPs, including, but not limited to, the following:
• Prepare daily and weekly reports, summaries, and owned administrative tasks.
• Read trade publications and internal comms to stay aligned with office and industry priorities.
• Create and manage complex, multi-city travel itineraries considering time zones, logistics, and executive preferences.
• Proactively review and manage calendars to optimize scheduling and resolve conflicts.
• Coordinate and book meetings, video calls, conference rooms, and catered events.
• React quickly and calmly to urgent schedule shifts and real-time changes.
• Submit and reconcile expense reports; renew memberships and subscriptions.
• Process ticketing requests and promo merchandise as needed.
• Act as ''casual buyer'' for departmental purchases and manage office supply inventory.
• Submit and track purchase orders and vendor contracts.
• Coordinate onboarding for new hires-serving as the go-to contact for logistics and support.
• Plan team events including offsites, service recognition moments, and informal gatherings.
• Maintain a warm, welcoming atmosphere for office visitors and team members.
• Ensure kitchen and supply areas are fully stocked and functional.
• Oversee general office/facilities upkeep, shipments, announcements, and troubleshooting needs.
• Liaise with TWDC headquarters and serve as the strategic conduit between offices.

Basic Qualifications
• 3+ years of administrative experience supporting Director-level or higher.
• Prior experience in office coordination or facilities support.
• Excellent written and verbal communication skills.
• High level of discretion and reliability handling confidential information.
• Strong attention to detail and organization with the ability to manage multiple priorities.
• Calm and solution-oriented mindset under pressure.
• Skilled in Microsoft Office Suite and basic office systems.
• Positive, collaborative, and service-oriented demeanor.

Preferred Qualifications
• Experience in a highly matrixed or cross-functional corporate environment.

Education:
• Bachelor's degree or equivalent experience.

The hiring range for this position in Chicago, IL is $61,300.00 to $82,100.00 per year based on a 40-hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into account internal equity and also may vary depending on the candidate's geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.