Executive Assistant (Remote)

About the Company

Disney Theatrical Group, a division of The Walt Disney Studios, is a global leader in live theatrical entertainment. Since its founding in 1994, the company has produced award-winning Broadway productions, international stage shows, immersive entertainment experiences, and licensed theatrical productions performed worldwide. Disney Theatrical Group is committed to fostering a culture of creativity, collaboration, innovation, and inclusion while delivering exceptional storytelling through live theatre.

About the Role

The Executive Assistant provides high-level administrative and operational support to the Vice President of Content and Talent Development, while potentially supporting an additional executive. This role is responsible for managing executive calendars, coordinating travel, organizing meetings and events, handling communications, and ensuring efficient day-to-day office operations in a fast-paced, creative environment.

Location: New York, New York (Hybrid)

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to senior executives.
• Manage executive priorities while ensuring smooth daily operations.
• Coordinate schedules, meetings, and executive communications.
• Anticipate executive needs and proactively resolve scheduling conflicts.
• Support confidential administrative activities with professionalism and discretion.

Calendar & Meeting Management

• Manage complex executive calendars and meeting schedules.
• Coordinate internal and external meetings across multiple stakeholders.
• Schedule conference calls and video meetings.
• Prepare agendas, meeting materials, and supporting documentation.
• Monitor upcoming commitments and ensure executives are prepared for meetings.

Travel Coordination

• Arrange domestic and international business travel.
• Prepare detailed travel itineraries and supporting documentation.
• Coordinate transportation, accommodations, and logistics.
• Provide timely travel updates and resolve travel-related issues.
• Ensure travel plans align with executive schedules.

Communication & Office Administration

• Answer and manage executive phone communications professionally.
• Screen calls and prioritize inquiries appropriately.
• Coordinate correspondence and follow up on outstanding requests.
• Maintain office supplies, business materials, and administrative resources.
• Support day-to-day office operations to ensure an efficient work environment.

Expense Management

• Prepare and submit expense reports accurately and on time.
• Reconcile corporate credit card transactions.
• Maintain organized financial records and supporting documentation.
• Coordinate with the Finance team regarding expense processing.
• Ensure compliance with company expense policies.

Event & Project Coordination

• Coordinate department meetings, special events, and executive functions.
• Assist with planning internal and external events.
• Welcome and assist guests, visitors, and business partners.
• Provide administrative support for special projects and departmental initiatives.
• Offer off-site support for events and productions when required.

Cross-Functional Collaboration

• Serve as a liaison between executives, internal departments, and external partners.
• Collaborate with Executive Office teams and international business units.
• Build strong professional relationships across the organization.
• Support communication and coordination among multiple stakeholders.
• Contribute to a collaborative and positive workplace culture.

Qualifications

Required

• Two or more years of executive-level administrative support experience.
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Strong knowledge of Apple products, including Mac, iPad, and iPhone.
• Experience using video conferencing and audiovisual equipment.
• Excellent organizational and time management skills.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• High level of professionalism, discretion, and attention to detail.
• Flexibility to work outside standard business hours when needed.

Preferred

• Experience with SAP and Concur.
• Previous experience within The Walt Disney Company.
• Interest in theatre, live entertainment, or performing arts.
• Experience supporting senior executives in a dynamic corporate environment.
• Experience coordinating ex…