The Executive Assistant for the Forecasting & Analytics group provides key administrative and team support to a group of Executive Leaders and is the acting Office Manager for our Seattle Office. This role is responsible for day-to-day coordinating of internal and external events and meetings for the office, scheduling conference room meetings, booking varying travel arrangements, and overall cross-department collaboration within Research, Insights & Analytics to help facilitate fulfillment on departmental needs related to but not limited to onboarding, cross team coordination and purchasing. Additional support can involve ticket allocations, designing/editing team materials, processing expenses and IT troubleshooting.

Responsibilities:

• Assist the VP and Executive Director in the management of Digital Media F&A key priorities and responsibilities
• Maintain calendar for the executives on the team (5) at varying levels
• Review your leader’s schedule to build-in time for things like thinking, and getting to/from meetings in our sprawling campus;
• Schedule conference rooms, meetings and video calls;
• Act as “casual buyer” for the department, and for all office supplies;
• Manage purchase orders and vendor contract processing;
• Process expense reports, renew memberships & subscriptions and work on ticket requests for shows;
• Prepare regular reports and summaries for distribution - you’ll have tasks that you “own” completely;
• Assist with on-boarding new employees – you’ll be the “friendly face” that newbies count on to answer all their questions;
• Plan events like offsites as well as smaller-scale gatherings such as service recognition parties;
• Partner with all executive support professionals within the segment in order to ensure smooth, effective & accurate communication to the broader team
• Additional office support and supply management, as needed
• Welcoming visitors into regional office by creating a warm friendly environment
• Perform general office/facilities management duties to include:
  • Maintain inventory of all office supplies (general supplies, paper, toner, etc.)
  • Ensure kitchen and supply areas are stocked, clean and functional.
  • Serves as a strategic liason between regional office and TWDC Headquarter offices

Experience:

• At least 3 years of providing administrative assistant support at the Director or above level and/or equivalent experience;
• The candidate needs to be used to operating in an environment where flexibility to meeting demands and tight deadlines are the norm
• Prior experience providing office management support

Qualifications:

• Analytical mindset and delivery focused in approach is essential
• Ability to work to tight deadlines and be flexible/adaptable to changing requirements and short notice requests.
• Project Management mindset
• Pro-active and a self-starter on issues
• Strong written and verbal communication skills,
• Ability to multi-task and prioritize deadlines/deliverables;
• Proficiency with all types of computers, phones and office equipment;
• A calm head and steady hand to deal with the unexpected;
• Complete reliability handling confidential information;
• Desire to go the extra mile without being asked; willingness to learn
• Strong organizational skills and attention to detail; and
• A professional demeanor, positive outlook and a can-do attitude.