Personal & Team Assistant (Richmond)

Wherever you are in the amazing world of Disney, you are contributing to the stories of our iconic brands, recognised by audiences everywhere for entertainment, information and inspiration. Innovation, imagination and inclusion are at the core of Disney, defining the experience that we deliver as well as providing the foundation of our success.

The scope of our business, combined with global growth and collaboration, results in an inclusive employee experience characterised by continuous learning, development and achievement. This role will provide proactive support to two Assistant Chief Counsel across a spectrum of activities to enable the Leaders to perform their roles more effectively and efficiently. The role will also provide day to day administrative support for the Australia & NZ Legal team. Key Responsibilities

- Managing office and administration
- Maintaining and proactively managing schedules and diaries
- Supporting obtaining relevant approvals including budget, headcount, contracts, etc.
- Acting as first point of contact for all external/internal phone calls, dealing and resolving issues as appropriate
- Organising meetings (scheduling rooms, catering, preparing agendas, taking minutes)
- Ensuring attendees are invited and clear communication on meeting logistics, providing first‑line video‑conferencing technical support
- General office administration and organisation to ensure smooth running
- Liaising with senior executives within and outside of TWDC
- Maintaining contracts/agreements and coordinating signing of relevant documents
- Special project development and coordination (e.g. team offsites)
- Assisting in preparation and formatting of final, execution copies of contracts for signature by TWDC signatories
- Coordinating internal execution of agreements, company resolutions and minutes, including by local and international Disney directors and officeholders
- Managing the Legal team’s contract administration system (receiving originals, preparing cover notes, arranging signing packages and dispatching contracts)
- Maintaining the contract filing system, archiving contracts and periodically uploading executed contracts to the TWDC Legal centralised system
- Assisting Disney lawyers and Company Secretary with preparation of annual reviews of TWDC group Australian and NZ entities, company resolutions and other corporate secretarial documentation, including updating ASIC portal and lodging forms
- Accurate record keeping of Corporate Secretarial documentation and updating of TWDC ANZ group entities’ physical corporate registers
- Assisting Disney lawyers in compiling necessary information to brief external law firms in the incorporation of current entities
- Managing external law‑firm invoicing and payment, budgeting
- Monitoring prompt posting and payment of external law‑firm invoices via Legal Tracker
- Working with external law firms and Disney’s internal accounting, finance and accounts teams to create new matter records with external law firms using Legal Tracker and managing all external law‑firm/vendor invoices
- Assisting Head of Legal, Australia & NZ with preparation of budget information, particularly T&E; and law‑firm expenditure
- Using SAP system for accurate and timely raising of Purchase Orders, GRs and invoices for payment
- Managing travel arrangements (flights, accommodation, transport, courier and freight) for local, inter‑state and overseas travel
- Responsibility for international visitors – itineraries, hotels, schedules, meetings, entertainment & transport
- Accurate preparation and coordination of expense claims ensuring timely reimbursement using Concur and Citibank online statements in compliance with company policy
- Budget management: raising Purchase Orders, GRs and invoices for payment through financial system
- Organising team and company events as required, including budget control and financial reporting Ideal Experience

- Extensive experience in providing executive support and assistance at a senior level ideally within the Legal sector
- Experience in dealing with senior stakeholders in a highly qualified manner
- Experience maintaining utmost levels of confidentiality and discretion
- Advanced Microsoft Office skills essential
- Advanced Power Point experience preferred
- Experience organising workshops and meetings, including preparation and distribution of agendas, papers and minutes
- Experience managing first line budgets
- SAP knowledge advantageous
- Concur knowledge advantageous
- Industry background advantageous and/or interest in the Media & Entertainment industry Additional Information This is a unique opportunity to join the talented team that develops and delivers unparalleled entertainment across Australia and New Zealand so if this role captures your imagination, then apply now! The Walt Disney Company is an Equal Opportunity Employer. We strive to be a diverse and inclusive workforce that is representative of our audiences, and where all can thrive and belong. We are committed to building a team that includes and respects a variety of voices, identities, backgrounds, experiences and perspectives. The Walt Disney Company can provide individual accessibility support that may be needed during your interview process. Please let us know of accommodations that may assist in helping you feel welcome. #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3r9xr1