• Executive Secretary, Adventures & Expeditions Celebration
  • Adventures by Disney in Celebration, FL, United States
  • jobs
  • 4 weeks ago

jobs description

About the Role & Team

Adventures by Disney and National Geographic Expeditions (A&E) offer immersive travel experiences for families, friends, individuals, and couples that explore the world’s greatest destinations! A&E develops and operates escorted group travel itineraries that take travelers on compelling trips across the globe. We also manage partnerships with licensed tour and expedition... cruise operators who deliver unique travel experiences to our Guests.

An Executive Secretary within A&E is responsible for supporting the day-to-day workings of one or more executives. Key components of this role include drafting memos, completing expense reports, calendar management and maintenance, running labor reports, creating spreadsheets, assisting with travel planning, and event planning. But, this job is also very much about people, forming strong relationships, and understanding how to leverage the human capital within the Disney enterprise to help your executive(s) flourish. As the “face” of your executive(s) within The Walt Disney Company, your professionalism, loyalty, and attitude are a reflection of the office, and as such, are a critical component to its success.

This position will support at least two directors (domestic and international) in the Adventures and Expeditions organization.

What You Will Do
• Create multi-city travel itineraries, taking into account time zones, weather delays, traffic and fatigue levels
• Review leaders’ schedules to help manage meeting flow, factoring in time to get to/from meetings and any necessary breaks, while understanding the day’s priorities to enhance the ability to direct requests, schedule conference rooms, and provide effective meeting/event coordination, including video conference and teleconference meetings
• Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles
• Take a proactive approach to providing organized and efficient support to leaders
• Recognize and anticipate needs and be resourceful in finding solutions
• Draft letters and emails on behalf of leaders
• Assist with on-boarding new employees
• Plan high-profile, complex events like supplier visits and off sites as well as smaller-scale gatherings such as service-recognition parties
• Support A&E team as needed running reports, ordering supplies, etc.

Required Qualifications & Skills
• Minimum five (5) years administrative experience, with proven success interacting, partnering and networking with all levels of management, including executives in a fast-paced dynamic environment
• Working knowledge of and passion for the travel industry
• Mastery of Microsoft Office programs and a confidence to learn new programs and processes when necessary
• Strong proficiency with all types of computers, phones, and office equipment
• Demonstrated high-level written and verbal communication skills as well as excellent interpersonal skills
• Strong organizational and follow-through skills, orderly and detail-oriented with ability to handle multiple work streams simultaneously
• Ability to prioritize deadlines/deliverables
• Demonstrated ability to blend a positive attitude, service orientation, flexibility, discretion, and command while managing multiple priorities
• Able to work autonomously at a consistently high level, while being proactive and anticipating needs before those are even identified
• A calm head and steady hand to deal with the unexpected
• Complete reliability handling confidential information
• Desire to truly be helpful to your leaders and co-workers, to go the extra mile without being asked, to build solid inter- and intra-team relationships
• Some flexibility in your schedule – we value work/life balance, but in a pinch, more time may be needed
• A professional demeanor, positive outlook, and a can-do attitude

Preferred Qualifications
• Experience in a support role at Disney
• Understanding of T&E Policies and proficiency with booking international travel
• Skills in SAP/Casual Buyer, SharePoint, and Concur
• Experience working in PowerPoint, Excel, and SmartSheet
• History of calendaring work with external partners as well as global calendaring

• Required: High School Diploma or equivalent
Celebration FL USA


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