This 12 month maternity leave cover will provide proactive executive assistance to the Head of Finance & Strategy (HFS) across a spectrum of activities to enable them to perform their role more effectively and efficiently.
**Areas of Responsibility**
**Managing **HSF's Office/Administration**
- Maintaining and proactively managing schedules and diaries, ensuring that the HSF is well prepared for forthcoming meetings
- Support with obtaining relevant approvals required by the HSF including budget, headcount, contracts etc.
- First point of contact for all external/internal phone calls, and dealing and resolving issues as appropriate
- Manage general communications from and "on behalf of" the HSF
- 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 on behalf of the HSF
- Working with the Legal team in maintaining contracts/agreements and coordinate signing of relevant documents
- Special project development and coordination (e.g. team offsites)
**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
**Assistance with Reports/Presentations**
- Preparing high quality documents, letters, correspondence and reports
- Ongoing follow-up of action items due in order to ensure deliverables are met and communication of status of items to key stakeholders
- Creation of PowerPoint/Keynote presentations and strategy documents to aid the CFO
**Budget Management**
- Use of Financial system for accurate and timely raising of Purchase Orders, GR's and invoices for payment
- Assist HSF 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
**Other**
- Provision of any other support as required by the HSF
- Provide ad hoc support across other internal client groups in collaboration with and in support of other Assistants within the business
**Areas of Accountability**
Who accountable to, what and who accountable for and any budget responsibility
- Reports to Chief Financial Officer first and foremost
- Support wider executive leadership team when required
- Support wider Strategy and Finance team when required
**Experience and Professional Qualifications Required**
- Extensive experience in providing executive support and assistance at a senior level
- 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
**Skills Required**:
Highlighting the key technical, language and job related skills required
- Highest level of professional excellence and integrity, able to maintain confidentiality and discretion
- Flexible and positive mind-set, willing to 'go the extra mile' to deliver for the CFO and the Company
- Excellent time-management capabilities essential
- Strong administration and organization skills: ability to multi-task and meet deadlines
- Display a high level of both written and verbal communication skills
- Ability to compose and present correspondence
- Ability to prepare presentations using a variety of mediums: PowerPoint/Excel/Keynote
- Effective and discrete communicator, able to manage confidential information
- Pro-active, a self-starter who is able to work independently
- Ability to be assertive yet ensure a collaborative style when working with wider team
- Ability to anticipate requirements to facilitate efficient operation of office
Additional Information:
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 perspectiv