Administrative Assistant

Date Posted: Nov 27, 2019
Application Deadline: Dec 27, 2019
Start Date: Jan 02, 2019

Salary From: 50K To 60K
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: Health, Pension, Other (e.g. flex time, comp tickets, etc.)
Check Additional Info section for more Employee Benefits
Organization's Field/Discipline: Business
Job's focus: Creative & Administrative
Job Type: Full-time
Career Level: Intermediate

Organization Description

The Walt Disney Company (Canada) Ltd.
Disney Cruise Line (DCL), a division of The Walt Disney Company, operates a four-ship fleet of premium class cruise liners and is the industry leader in family vacations at sea. DCL Entertainment (Toronto) is a subsidiary of The Walt Disney Company Canada, and serves as the rehearsal headquarters for DCL’s award-winning theatrical productions. Within a state of the art entertainment rehearsal facility, DCL’s production teams pride themselves on creating memorable family entertainment that is both enchanting and magical – delighting the young and young at heart with legendary Disney storytelling.
 

Job Description

Disney Cruise Line (DCL), a division of The Walt Disney Company, operates a four-ship fleet of premium class cruise liners and is the industry leader in family vacations at sea. DCL Entertainment (Toronto) is a subsidiary of The Walt Disney Company Canada, and serves as the rehearsal headquarters for DCL’s award-winning theatrical productions. Within a state of the art entertainment rehearsal facility, DCL’s production teams pride themselves on creating memorable family entertainment that is both enchanting and magical – delighting the young and young at heart with legendary Disney storytelling.
 
Based in Toronto, Ontario, Canada and reporting to the Director, Artistic & Production, the Administrative Assistant will provide administrative, operational and artistic support to the executive – and will also provide administrative support to the Toronto based entertainment team.
 
Responsibilities:
  • Demonstrate the ability to blend a positive attitude, flexibility, discretion and command while managing multiple priorities.
  • Display initiative, ingenuity and constant communication as a consistent means of accomplishing daily tasks and activities.
  • Handles all administrative responsibilities for the executive office, including but not limited to managing phones, contacts, calendars, meetings, travel, expense reports, supplies and other general support services.
  • Manage and maintain executive’s schedule with organization, consistency and efficiency.
  • Proactively identify scheduling conflicts and offer solutions/alternatives.
  • Read and process incoming correspondence, including email.  Where appropriate, responsible for the preparation of responses to correspondence containing routine inquiries.
  • Make appropriate decisions and take a proactive approach to ensuring the office and Entertainment team is organized and efficient.
  • Prepare executive level presentations, memos, letters, spreadsheets and other correspondence, using word processing, spreadsheet, database or presentation software (must be proficient in Word, Excel, PowerPoint and Keynote).
  • Create and manage a system of filing office records, documents and show documentation (including video documentation) both digitally and in hard copy, where necessary.  File and retrieve corporate documents, records, and reports consistent with Company RIM Policy.
  • Manage weekly and monthly meetings from agenda creation, day-of management, minutes and distribution of materials.
  • Assist with maintaining the operational vision of the Toronto Rehearsal Facility and all related rehearsals shoreside and shipboard, leveraging the overall strategic vision of DCL Entertainment.
  • Provide additional office support to the Entertainment team including, but not limited to, ordering miscellaneous items for the department, receiving packages, and assist in Team Meeting/Team event prep, set-up and strike.
  • Manage use of Entertainment conference room for team meetings and/or cast rehearsals.
  • Provide back-up support to the Administrative Assistant to the Vice President and Executive Secretary – Creative.
  • Assist the Entertainment Operations Assistants fleetwide as needed with administrative support.
  • Perform as a proactive member of the team while supporting the Executives, including contributing ideas for continuous improvement.
  • Provide back-up support for other assistants and executive secretaries to include phone and other administrative duties.
  • Develop familiarity with all projects in development and production, including schedules and names of all people involved in each project.
  • Take responsibility for notifying leadership of upcoming cast recognition – including the coordination of service awards and their respective recognition events.
  • Take responsibility for his/her continuous learning and professional development.
  • Manage all work with highest degree of confidentiality – exercising discretion, judgment and diplomacy.
  • Manage special projects as requested by leaders.
  • Meeting Coordination/Logistics – BlueJeans, VTC, Intercall.
  • Setup/Input Visitor/Vendor Requests in SSG / SVAM.
  • SMS - Responsible for upholding the general safety management responsibilities in the Safety Management System within the areas under their control.


Requirements:

  • Completion of post-secondary education
  • 3+ years of relevant experience
  • Experience within the Theatrical industry will be considered an asset
  • Excellent organizational and multi-tasking skills
  • Excellent verbal/written communication skills
  • Excellent interpersonal skills
  • Advanced MS Office skills (Word, Outlook, Excel, and PowerPoint).
  • Demonstrated team player – ability to effectively liaise with people at all levels


Additional Info:

Our Company proudly provides equal employment opportunity for all employees and applicants. We welcome and encourage applications from persons with disabilities. Accommodations are available upon request for candidates taking part in any aspect of the selection process.
 
 
 

How to Apply:

please email resume to caroline.tolfa@disney.com

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