Administrative Assistant/Coordinator

Role Overview

The Administrative Assistant/Coordinator will ensure the efficient day-to-day functioning of the site office team by delivering administrative, meeting, and travel coordination support. This role involves overseeing records, assisting project tasks, and providing proactive solutions to guarantee the seamless progression of activities for all stakeholders.

This opportunity is based onsite in Papenburg, Germany, and is under a fixed-term contract through December 2030. The position embodies core Disney values centered around Integrity, Inclusion, Creativity, Collaboration, and Community care.

Key Responsibilities

• Offer daily assistance and resolve routine challenges for the site office team, delivering hands-on support as needed.
• Maintain and manage office supply inventories, establishing effective stock control and ordering procedures.
• Organize conference rooms, meetings, video calls, and team calendars to support smooth scheduling.
• Maintain organizational documents, including charts and mailing lists; prepare various reports and presentations for stakeholders.
• Coordinate internal events such as service anniversaries, recognitions, lunch-and-learns, and team-building activities.
• Support onboarding by being the main contact for new hires, answering queries and providing basic process and tool training.
• Enhance and manage travel protocols for business trips, collaborating with internal and external partners to arrange transport and lodging.
• Handle accommodation assignments, transportation logistics, rotation tasks like cleaning schedules and key handovers, parking passes, and travel advisories.
• Maintain travel management tools like Smartsheet and develop travel dashboards customized for distinct user groups.
• Collect and distribute project-related data and reports; support project managers with meeting preparations, follow-ups, and facilitate communications among teams and stakeholders.

Qualifications and Skills

• Fluent in both German and English with excellent verbal and written communication abilities.
• Proven background in secretarial, assistant, or administrative support roles.
• Exceptional organizational skills, attention to detail, and capacity to handle multiple priorities in a dynamic environment.
• Independent problem-solver with a proactive attitude, following established operational procedures.
• Strong interpersonal skills, adaptability, and calmness when handling diverse stakeholders and unexpected circumstances.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfortable working with data, dashboards, and reports.

Equal Opportunity and Accommodation

This employer is committed to a diverse and inclusive workforce where all individuals can thrive. Employees with disabilities will be accommodated reasonably during the hiring process and employment, upon request.