Personal & Team Assistant

Wherever you are in the amazing world of Disney, you are contributing to the stories of our iconic brands, recognised by audiences everywhere for entertainment, information and inspiration. Innovation, imagination and inclusion are at the core of Disney, defining the experience that we deliver as well as providing the foundation of our success. The scope of our business, combined with global growth and collaboration, results in an inclusive employee experience characterised by continuous learning, development and achievement.

This role will provide proactive support to two Assistant Chief Counsel across a spectrum of activities to enable the Leaders to perform their roles more effectively and efficiently.  The role will also provide day to day administrative support for the Australia & NZ Legal team.

Key responsibilities:

Managing Office/Administration

• Maintaining and proactively managing schedules and diaries
• Support with obtaining relevant approvals required by the including budget, headcount, contracts etc.
• First point of contact for all external/internal phone calls, and dealing and resolving issues as appropriate
• Organising meetings, including scheduling appropriate rooms, organising catering, preparing agendas and taking minutes as required.  Ensure attendees are invited and clear communication on meeting logistics, providing first line video conferencing technical support.
• General office administration/organisation to ensure smooth running
• Liaising with senior executives within and outside of TWDC
• Maintaining contracts/agreements and coordinating signing of relevant documents
• Special project development and coordination (e.g. team offsites)

Contract Administration & Corporate Secretarial

• Assisting in the preparation and formatting of final, execution copies of contracts for signature by applicable TWDC signatories
• Co-ordination of internal execution of agreements, company resolutions and minutes, including by local and international Disney directors and officeholders, including in accordance with applicable execution formalities
• Manage the Legal team’s contract administration system, including receiving original agreements, preparing cover notes containing contract particulars, arranging signing packages and dispatching contracts for execution to Disney signatories and to external contracting parties
• Maintaining the contract filing system including archiving contracts and periodic upload of executed contracts to the TWDC Legal centralised system
• Assisting Disney lawyers and Company Secretary with preparation of annual reviews of TWDC group Australian and NZ entities and the preparation of company resolutions and other corporate secretarial documentation, including updating ASIC portal and lodgement of forms and working with Disney’s US Office of Corporate Secretary in updating central entity records
• Accurate record keeping of Corporate Secretarial documentation and updating of TWDC ANZ group entities’ physical corporate registers
• Assisting Disney lawyers in compiling necessary information to brief external law firms in the incorporation of new entities

Managing external law firm invoicing and payment, budgeting

• Monitor prompt posting and payment of external law firm invoices via the matter management software application Legal Tracker (formally Serengeti)
• Working with external law firms and Disney’s internal accounting, finance and accounts teams to create new matter records with external law firms using the Legal Tracker system and managing all external law firm / vendor invoices, including prompt posting/payment
• Assist Head of Legal, Australia & NZ with preparation of budget information in relation to expenses, particularly T&E, and law firm expenditure
• Use of SAP system for accurate and timely raising Purchase Orders, GR’s and invoices for payment

Managing Travel

• Extensive management of all local, inter-state and overseas travel including but not limited to flights, accommodation, transportation, and courier and freight management
• Responsibility for international visitors – itineraries, hotels, schedules, meetings, entertainment & transport

Travel & Expense Claims

• Accurate preparation and coordination of expense claims ensuring timely reimbursement using Concur and Citibank online statements in compliance with company policy for the HSF

Budget Management

• Use of Financial system for accurate and timely raising of Purchase Orders, GR’s and invoices for payment
• Assist with preparation of budget information in relation to expenses, particularly T&E

Events

• Organising team and Company events as required including budget control and financial reporting

Ideal experience:

• Extensive experience in providing executive support and assistance at a senior level ideally within the Legal sector
• Experience in dealing with senior stakeholders in a highly professional manner
• Experience of maintaining utmost levels of confidentiality and discretion
• Advanced Microsoft Office skills essential
• Advanced Powerpoint experience preferred
• Experience in organising workshops and meetings, including preparation and distribution of agendas, papers and minutes
• Experience of managing first line budgets
• SAP knowledge advantageous
• Concur knowledge advantageous
• Industry background advantageous and/or interest in the Media & Entertainment industry

Additional Information:

This is unique opportunity to join the talented team that develops and delivers unparalleled entertainment across Australia and New Zealand so if this role captures your imagination, then apply now!

The Walt Disney Company is an Equal Opportunity Employer. We strive to be a diverse and inclusive workforce that is representative of our audiences, and where all can thrive and belong. We are committed to building a team that includes and respects a variety of voices, identities, backgrounds, experiences and perspectives.

The Walt Disney Company can provide individual accessibility support that may be needed during your interview process. Please let us know of accommodations that may assist in helping you feel welcome by emailing wdi.careers.au@disney.com.