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Personal & Team Assistant - Legal

Apply Now Apply Later Job ID 603953BR Location Richmond, Victoria, Australia Business Direct-to-Consumer and International Date posted Jan. 02, 2019

Job Summary:

In this 12 month contract role you will provide proactive executive assistance to the Head of Legal, Australia & NZ and administrative assistance to the broader Australia & NZ Legal team, across a spectrum of activities to enable the team to function effectively and efficiently.


Executive Support
  • Maintaining and proactively managing schedules and diaries, supporting the Head of Legal,
  • Organising meetings, conference calls, and VTCs, preparing agendas and taking minutes as required. Ensure attendees are invited and clear communication on meeting logistics, providing first line video conferencing technical support
  • First point of contact for all external/internal phone calls, and dealing and resolving issues as appropriate
  • General office administration/organisation to ensure smooth running of the same
  • Liaising with senior executives within and outside of TWDC on behalf of the Head of Legal, Australia & NZ
  • Manage general communications from and “on behalf of” the Head of Legal, Australia & NZ

Administration Support
  • Monitor prompt posting and payment of external law firm invoices via the matter management software application Serengeti Tracker
  • Working with external law firms and Disney’s internal accounting and finance teams to create new matter records with external law firms using the Serengeti Tracker system and managing all external law firm / vendor invoices, including prompt posting/payment Assist Head of Legal, with preparation of budget information in relation to expenses, particularly T&E, and law firm expenditure Use of SAP system for accurate and timely raising of Purchase Orders, GR’s and invoices for payment

Travel Management
  • Management of all local, interstate and overseas travel of Head of Legal, including booking flights, accommodation, transportation and visa applications, manage travel schedule, and assisting with ad hoc travel arrangements for Legal team members
  • Responsibility for assisting with travel arrangements for international Disney Legal visitors, including itineraries, hotels, schedules, meetings, entertainment & transport
  • Accurate preparation and coordination of expense claims for Head of Legal, Australia & NZ to ensure timely reimbursement using SAP and AMEX online statements in compliance with company policy, conducting first approver review of T&E claims submitted by Legal department members before approval by Head of Legal, Australia & NZ

Contract & Document Administration
  • Assisting in the preparation and formatting of final, execution copies of contracts for signature
  • 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 as required
  • Manage the Legal team’s contract administration system, including receiving original agreements, preparing cover notes containing contract particulars, arranging signing packages and dispatching contracts for execution to Disney signatories and to external contracting parties
  • Maintaining the contract filing system including archiving contracts and periodic upload of executed contracts to the TWDC Legal centralised system

Other Legal Team support
  • Provide secretarial and administrative support to the Legal department, including organising meetings, conference calls, training sessions, on behalf of Legal department members, and place stationery and office supplies orders for the Legal department Coordinate Legal departmental calendar including department meetings and events and coordinate and act as the point of contact for local and overseas meetings and conference arrangements and receive guests/overseas visitors
  • Coordinate compliance and other training sessions with other staff members
  • Handle daily correspondence (mails, couriers, emails), answer phone calls and take and relay messages in a timely manner and attend and take minutes of meetings as required
  • Provision of any other administrative support as required by the Head of Legal, Australia & NZ

Basic Qualifications:

  • A minimum of 2 years’ experience providing executive support and administrative assistance
  • 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, including specifically Word and the formatting of documents
  • Experience of working in either an in-house corporate legal team or law firm advantageous
  • Experience of processing invoices for law firms and related legal services, including commonly used legal billing software desirable
  • Experience in organising workshops, meetings and training sessions, including preparation and distribution of agendas, papers and minutes
  • SAP knowledge advantageous
  • Industry background and/or keen interest in the Media & Entertainment industry advantageous

Additional Information:

  • 12 month Fixed term Contract

About Direct-to-Consumer and International:

Comprised of Disney’s international media businesses and the Company’s various streaming services, the Direct-to-Consumer and International segment aligns technology, content and distribution platforms to expand the Company’s global footprint and deliver world-class, personalized entertainment experiences to consumers around the world. This segment is responsible for The Walt Disney Company’s direct-to-consumer businesses globally, including the ESPN+ sports streaming service, programmed in partnership with ESPN; the upcoming Disney-branded direct-to-consumer streaming service; and the Company’s ownership stake in Hulu. As part of the Direct-to-Consumer and International segment, Disney Streaming Services, developer of the ESPN+ and Disney-branded streaming platforms, oversees all consumer-facing digital technology and products across the Company.

About The Walt Disney Company:

The Walt Disney Company, together with its subsidiaries and affiliates, is a leading diversified international family entertainment and media enterprise with the following business segments: media networks, parks and resorts, studio entertainment, consumer products and interactive media. From humble beginnings as a cartoon studio in the 1920s to its preeminent name in the entertainment industry today, Disney proudly continues its legacy of creating world-class stories and experiences for every member of the family. Disney’s stories, characters and experiences reach consumers and guests from every corner of the globe. With operations in more than 40 countries, our employees and cast members work together to create entertainment experiences that are both universally and locally cherished.

This position is with The Walt Disney Company (Australia) Pty Ltd, which is part of a business segment we call Direct-to-Consumer and International.

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