Calling all Executive Assistants!
Volt is seeking an Executive Assistant for an Iconic Fortune 500 conglomerate. This role is responsible for the day-to-day workings of the leader(s) you support and be a material part of a growing team that is focused on creating strategies. The relationship you form with the executive(s) you support is absolutely critical, because that s what enables you to become a true partner. In addition to understanding your executive s business — and business needs — inside and out, you ll also need deep knowledge of the leadership. As the face of your executive(s), your professionalism, loyalty and attitude are a reflection of the office, and as such, are a key component to its success. This is a temporary hybrid contract in the Burbank and/or Glendale area.
Key Responsibilities:
Act as first point of contact for the office of the VP
Perform administrative duties including, but not limited to, screening and routing phone calls, processing expense reports in Concur, ensure timely and effective communication
Managing calendars, scheduling meetings, booking conference rooms, scheduling and hosting virtual meetings
Perform the role of a proactive partner and collaborator to the VP
Provide additional office support such as photocopying, scanning and tracking documents, data entry, word processing, ordering supplies.
Manage the planning, coordination, and execution of business travel, including trip logistics and itinerary, meeting coordination, and remote support of executives who are out of the office.
Create presentations using PowerPoint, Microsoft Word and other software.
Pull reports and maintain databases.
Support preparation of monthly and quarterly reports entailing heavy word processing and strong organizational skills.
Interface with various departments and external organizations.
Participate in administrative team, providing backup to other assistants and contributing to common administrative duties.
Communication & Correspondence – Interface with various internal Disney departments, executives and business units.
Assist with correspondence.
Preparing responses to correspondence containing routine inquiries.
Adept in communicating (written and verbal) with Executive and Senior Executives.
Post, update and maintain documents to SharePoint, Teams, and other collaboration sites.
Assist, track, and manage special projects as needed.
Utilize collaboration tools, such as Teams, Slack, and Zoom to their fullest abilities
Manage room access to team managed secured rooms using Lenel OnGuard
Town Hall and Event coordination for Shared services as well as assisting with Studio Technology events
Assist in moderation of online events
Working with both on-site and third party caterers for lunch meetings
Ability to immerse yourself in the team to be a true partner in projects, initiatives, and team morale
Detailed note taking during various team meetings
Utilization of corporate credit cards for purchases
Work with security teams as required for access control requests and visitor approval
Build and maintain good relationships with partners and trusted vendors
Work with design team to create or modify team specific icons, logos, documents, presentations, etc
Assist with team facilities requests
Basic Qualifications:
Minimum 3 years administrative experience supporting senior level executives in a corporate environment.
Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Teams, OneNote, Power Automate, Power BI
Proficient in SmartSheets
Proficient in internet-based research.
Proficient in SAP transaction support or with sufficient system experience to learn quickly.
Proficient in Lenel OnGuard
Excellent written, verbal, and interpersonal communication skills to assure successful interaction
with all levels of employees and external contacts.
Ability to effectively and professionally interface with high level executives, clients, business associates,
and employees.
Ability to work effectively in a team environment.
Ability to handle confidential and sensitive information.
Ability to exercise good judgment and use discretion.
A self-starter with ability to anticipate issues and proactively problem solve.
Strong organizational and follow-through skills.
Proven experience in multi-tasking and working with multiple people and priorities.
Ability to manage time wisely and prioritize effectively in a fast-paced environment.
Demonstrated flexibility and professionalism in an environment where change is constant.
Detail oriented.
Enthusiastic attitude and strong work ethic.
Good customer service skills and excellent telephone manner and friendly demeanor.
May require overtime and flexible work hours when and as business needs dictate
Preferred Qualifications:
General knowledge and/or experience in the Technology industry
Previous Prod exp
Comfortable speaking in front of groups
SAP Casual Buyer and T&E Proxy experience
Ability to develop and work in a team atmosphere
Skills & Abilities Required:
Advanced computer skills in PowerPoint, Word, Excel, Outlook, and G-Suite
Excellent attention to detail, accuracy, and follow-up confirmations
Excellent verbal and written communication skills including demonstrated telephone etiquette skills
Ability to assume responsibility, function effectively in team environment or independently, with minimal supervision
Ability to multi-task, prioritize and work well under pressure
Demonstrated proactive problem solving and follow-through skills
Demonstrated ability to handle confidential and sensitive information
Required Education:
Bachelor’s degree required or equivalent work experience
Hours:
8:00am to 5:00pm PST (willingness to work a flexible schedule to accommodate overtime as needed)
Come work for the Happiest Place on Earth!