Administrative Assistant/Coordinator

About the Role

The Administrative Assistant/Coordinator is responsible for providing comprehensive administrative, meeting, and travel assistance to support daily operations within the site office team. This role also involves maintaining records, coordinating projects, and proactively resolving issues to ensure stakeholders receive efficient support. The position is located on-site in Papenburg, Germany and is a fixed-term contract until December 2030.

Key Responsibilities

• Assist the site office team with routine inquiries and promptly address operational challenges while providing practical support as needed.
• Oversee office supply inventory, establish effective stock control procedures, and manage orders for supplies and equipment alongside other office management duties.
• Arrange and coordinate meeting spaces, video conferences, team events, and provide calendar management to support scheduling activities.
• Update and maintain organizational data including charts and contact distribution lists; prepare regular reports, summaries, and presentations for various stakeholders.
• Organize internal events such as service anniversaries, recognition programs, lunch-and-learns, and team-building initiatives.
• Support onboarding processes by acting as a primary contact for new hires, addressing their queries and delivering introductory training on tools and procedures.
• Enhance travel procedures and strategies for business travel, coordinating logistics for transportation and accommodation with internal and external partners.
• Manage accommodations, transportation arrangements, rotation logistics like cleaning schedules and key handovers, and provide travel information updates under the motto "Know before you go."
• Maintain travel-related tools (e.g. Smartsheet), develop customized travel dashboards for different groups, and assist with compilation and distribution of project data and reports.
• Support project managers with meeting preparation and follow-up, and facilitate smooth communication within project teams and with stakeholders.

Qualifications & Skills

• Fluent in both German and English with excellent spoken and written communication abilities.
• Previous experience working as a secretary, assistant, or in an administrative support function.
• Exceptional organizational skills with keen attention to detail; capable of handling multiple tasks and prioritizing deadlines in a fast-paced environment.
• Proactive problem solver able to work independently while adhering to established procedures.
• Strong interpersonal skills, adaptable, and maintaining composure with diverse stakeholders and unanticipated situations.
• Proficient in Microsoft Office suite including Word, Excel, PowerPoint, and Outlook, and comfortable working with data, reports, and dashboard tools.

Additional Information

The Walt Disney Company is committed to equal employment opportunities and values diversity in its workforce. The company fosters an inclusive environment where all employees can thrive and feel a sense of belonging. Individuals with disabilities will receive reasonable accommodations throughout the hiring process and employment. Requests for accommodation can be made to ensure participation in interviews and job functions.