Administrative Assistant

About the Role & Team

The Administrative Assistant will support the Vice President of Retail Strategy, Integration and Operations, and other executives on the Parks Product Development and Retail team. Responsibilities include executive scheduling, travel, expense reports, meeting setup, event planning and other administrative support as needed. The position requires someone who has a professional communication style, pays close attention to detail, has phenomenal organizational skills, and the ability to juggle multiple high priority requests and meet tight deadlines. It requires a high level of integrity and discretion in handling confidential information, professional decorum to represent and communicate with senior executives both inside and outside the Company.

This role reports to the VP, Retail Strategy-Integration and Operations and is on-site Monday – Thursday and remote on Friday. Scheduled hours will be 8:30-5:00 or 9:00-5:30.

What You Will Do

• Heavy calendar management for the Vice President team: ability to stay on top of ever changing calendars and coordinate, sometimes with short notice, meetings among executive teams including operating across multiple time zones.

• Developing tactics to ensure executives are timely for their meetings and/or informing next meeting participants that the executive is behind. Proactively addressing conflicts and planning ahead for priority meetings.

• Schedule both virtual and in-person meetings and summits, including all-hands and team building events as well as conferences via Microsoft Teams with multiple global attendees in across different time zones. Coordinate meeting space, conference calls, or video conferences to proactively ensure the technology functions properly prior to meeting start time.

• Set up business travel arrangements including complex, multi-country travel. This can include booking flights, cars, coordinating site visits, and making hotel restaurant reservations..

• Prepare executive expense reports and supporting documentation, including international travel receipts in multiple currencies. Maintain good understanding of company travel and expense policies and advise team as needed.

• Proactively maintain internal org charts, department contact sheets, and distribution lists via GroupID.

• Work with facilities, reception, and IT to ensure all team needs are addressed including onboarding of new hires (email/network account creation, ordering equipment, securing workspace, ordering nametags, setting up building/network/shared drive access, etc).

• Serve as central contact for all team equipment purchases, placing order with IT or facilities, first obtaining manager approval, if required. Order office supplies as needed through SAP.

• Extensive knowledge of company polices related to Travel & Expense, Time and Attendance and Labor Utilization record keeping. Track approved time-off requests on central calendar and ensure time is recorded in SAP.

• Prepare compelling, visually-appealing executive level presentations in Powerpoint and/or Keynote.

• Attend meetings, take minutes, and follow up on tasks.

• Maintain tactful and professional communication via phone, e-mail, and mail.

Required Qualifications & Skills

• 3+ years supporting a Director or above and/or equivalent experience in a fast-faced, matrixed environment.

• Flexibility and willingness to adapt to changing priorities.

• Some flexibility in your schedule – we value work/life balance, but in a pinch, a bit more time and early/late hours are occasionally needed to accommodate global time zones

• Proven ability to handle confidential and sensitive information with discretion.

• Proven ability to prioritize and meet deadlines in a fast-paced environment.

• Demonstrated ability of detailed planning, time management and organizational skills.

• Exceptional written, verbal, and interpersonal communication skills.

• Ability to act as a teammate and to interact with all levels of employees and clients within and outside the organization.

• High degree of personal initiative - be resourceful, flexible, and responsible.

• Extremely well organized and diligent.

• Mastery of Microsoft Office Suite including Outlook and Word. Exceptional Powerpoint/Keynote and Excel skills to create spreadsheets and compelling, Executive- level presentations. Microsoft Visio experience preferred.

• Generally tech savvy and adept at learning new skills and programs

• Experience working in Workday, SharePoint, Box, SAP and Concur.

• Desire to truly be helpful to your leaders and co-workers, to go the extra mile without being asked, and to build solid inter and intra-team relationships.

Education

• Undergraduate degree preferred.