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Secretary IV - Creative Print Services (Animation)

Apply Now Apply Later Job ID 520905BR Location Burbank, California, United States Business Studio Entertainment Brand The Walt Disney Studios Date posted 02/02/2018
The Walt Disney Studios Creative Print Services - Animation team is seeking an Assistant to support administrative needs for the VP and Director who oversee creative print services for Walt Disney Animation Studios, Pixar Animation Studios, Disney Toon Studios.


Administrative Responsibilities
  • Provide phone coverage for VP and Director
  • Manage all aspects of meetings/presentations for Animation team (set-up, coordination, invites, adjustments, agendas, materials, etc.)
  • Receive, code, track, obtain approval for all invoices making sure they are submitted to be paid on time
  • Manage all invoice inquiries, problems, questions, etc. from agencies/vendors
  • Arrange and organize business trips for Animation team
  • Create PowerPoint/Keynote presentations for Animation team
  • Track, file and inventory all original art, reference materials, imagery, etc. used in the creation of campaigns
  • Manage the archival, storage, and/or confidential destruction of all assets and campaign materials post-open
  • Organize digital assets: initiate downloads, proper filing on server, file distribution to various agencies/vendors as required, create packages for distribution, etc.) and maintain server’s organization for the team
  • Manage the uploading of all final, approved Animation campaign assets to Alice and Riley system
  • Utilize SAP to process expense reports for VP and Director to ensure proper and timely reimbursement for business-related expenses.
  • Regularly correspond and interface with internal executive teams across the company, as well as with our partners at Pixar, WDAS and Disney Toon Studios
  • Effectively communicate with creative, finishing and production vendors outside the company
  • Assist team members with compiling materials for various presentations to filmmakers, executives (getting prints printed, trimming and pinning comps, etc)
  • Assists Animation team members will miscellaneous production and creative needs (ex. trafficking/printing of mechanicals, relaying of notes back to production/creative agencies, etc.
Shared Departmental Managerial Duties: To be split with Creative Print Services – Live Action Assistant
  • Monitor and order all office supplies, printer supplies, art supplies, copier supplies, refreshments, presentation materials, etc. for department
  • Management of departmental P-card
  • Manage/create master departmental and vendor/agency master contact lists
  • Manage all equipment leases, renewals, repairs, etc.
  • Manage the requests of computer refreshes/upgrades for departmental personnel
  • Communicate/assist/manage server issues and problems with IT for department
  • Manage the requests for departmental temporary/intern/casual, etc. help
  • Assist/manage all departmental office equipment, moves, repairs, etc. for departmental personnel
  • Manage schedule for use of presentation/library room, meeting white table, Epson printer (for large projects), etc. between Animation & Live Action teams
  • Manage/Organize departmental storage, library/presentation, printer, cutting and meeting rooms
  • Manage the confidential shredding bins and oversized trash bins
  • Monitor agency meetings between the two groups to avoid clash of projects and competing agencies (Assistants would need to be in constant communication with each other)
  • Launch and manage security clearances/maintenance for all new/existing agencies
  • Launch Creative Services Agreements and establish server passwords for all new agencies
  • Manage departmental font library
  • Manage the organization/filing of departmental legal agreements
  • Manage departmental server vendor passwords and document and their corresponding renewals, updates, etc.
  • Manage and keep up-to-date all departmental light boxes and display framed artwork - any misc facilities requests
  • Assist VPs with the coordination, planning, execution of departmental-wide outings, meetings, etc.
  • Be the lead in managing the submission of all award competition materials for department (ie. Clio Key Art Awards) - this includes coordinating with agencies, submitting of materials, insuring that all entry forms are completed accurately and submitted on time, securing all entry fees, etc.
  • Manage all vendor studio access (vendor IDs)
  • Be back up to counterpart VP assistant when needed

Basic Qualifications

  • Exemplary verbal and written communication skills. Clearly communicates requirements, expectations and deadlines accordingly. Must be able to communicate effectively, confidently, positively with filmmaker, production and executive teams.
  • Must be able to resolve issues tactfully.
  • Ability to work in an extremely fast-paced production environment while maintaining a high degree of accuracy.
  • Leverages knowledge and understanding of graphic design, creative and print to facilitate effective communication between departmental teams.
  • Strong interest in and enthusiasm towards animation, marketing and creative print advertising.
  • Excellent computer skills required – Proficiency with Photoshop, Illustrator, InDesign (would be great but not necessary), Microsoft Outlook, MS Word, SAP
  • Demonstrate ability to prioritize, meet deadlines, make decisions, change course of action quickly, be flexible.
  • Conducts constant follow up and monitoring to make sure all projects moving forward in a timely and positive manner.
  • Detail oriented with the ability to maintain professionalism under pressure.
  • Ability to multitask with urgency.
  • Positive attitude and the ability to be proactive, resourceful and flexible.
  • Strong people skills, including the ability to work effectively with other assistants and staff at all levels.
  • Team player and easy-going manner to handle varied personalities, responsibilities and assignments.
  • Maintains standards of strict confidentiality with respect to all matters and documents.

Additional Information

This position is with ABC, Inc., an equal opportunity employer
Apply Now Apply Later

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