Administrative Coordinator

 

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Job Summary:

Provide support to the site office team through guidance on processes in the daily site office routine, resolving challenges, and support business and relocation travel processes as required.

This role will require you to be onsite 5 days a week.

Responsibilities:

On any given day you might:

• Support the site office team by managing the office and completing secretarial tasks

• Provide On-site team support with day to day questions

• Handling of electronic or postal correspondence

• Manage Telephone service and arrange appointments

• Order supplies and equipment along with other office management duties

• Ability to provide translation of documents/letters

• Database maintenance (organization charts, distribution lists etc.)

• Prepare professional Powerpoint presentations for the management and team

• Proactively resolve problems and pitch in to help

• Creation of clear travel policies & procedures in cooperation with our partners from Global Mobility and Finance

• Develop and continuously improve the travel process in order to achieve efficiencies

• Implement process improvements

• Maintain the travel tools (e.g. Smartsheet)

• Create travel reports and monitor travel activities

• Arrange transportation and accommodation with partners, such as global mobility and port agent for CTB, Relocations and VCT

• Support the Global Mobility Team and partner with the port agent in the Relocation process on:
  o Housing Identification & Walks
  o Housing Documentation
  o CTB Assignment and Rotation Management (Cleaning schedule, Key Delivery)
  o VCT Assignment
  o Car Assignment and Delivery, Parking Passes

• Communicate and inform Casts about the status of their travel experience

• Be the first point of contact for day to day questions for Casts in the relocation process or travelling for business

Desired Qualifications:

• Fluent in German and English

• Professional experience as a Secretary or Administrative Support

• Flexibility, organizational skills and proactive approach

• Ability to multi-task and prioritize deadlines and deliverables

• Very strong organizational skills

• A calm head and steady hand to deal with the unexpected

The Walt Disney Company is an Equal Opportunity Employer. We strive to be a diverse 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.

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