Administrative Coordinator

2 Weeks ago • All levels • Administrative

Job Summary

Job Description

The Administrative Coordinator will provide comprehensive support to the Walt Disney Imagineering site office team and executives in Papenburg, Germany. Responsibilities include managing travel arrangements (itineraries, accommodations, transportation, expense reports), office supplies, scheduling meetings and video conferences, onboarding new employees, document translation, database maintenance, creating presentations, event planning (anniversary celebrations, team-building), and collaborating with internal and external partners on relocation processes (housing, car assignments). The role requires strong organizational skills, proficiency in German and English, and the ability to handle multiple tasks efficiently and proactively resolve issues. On-site presence five days a week is mandatory.
Must have:
  • Fluent in German and English
  • Strong organizational skills
  • Proactive problem-solving
  • Travel arrangement expertise
  • Office management experience

Job Details

Job Summary:

Provide support to the Walt Disney Imagineering site office team and Executives through guidance on processes in the daily site office routine, resolving challenges, and supporting business and travel processes as required.

This role will require you to be onsite 5 days a week in Papenburg, Germany.

Responsibilities:

On any given day, you might:

  • Create a multi-city travel itinerary, taking into account things like time zones and traffic;
    arrange transportation and accommodation;
    communicate and inform Cast about the status of their travel experience and support the team with travel expenses

  • Make an inventory of the office supplies, then devise a more efficient way to keep things in stock

  • Schedule conference rooms, meetings and video chats

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

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

  • Assist with onboarding new employees – you’ll be the “friendly face” that newbies count on to answer all their questions

  • Provide translation of documents/letters

  • Maintain databases (organization charts, distribution lists etc.)

  • Prepare professional PowerPoint presentations for management and the team

  • Proactively resolve problems and pitch in to help

  • Plan events like service anniversary recognition celebrations, lunch-and-learns and team-building activities

  • Arrange transportation and accommodation with our internal and external partners, such as global mobility and port agent for the team

  • Support the Global Mobility Team and partner with the Port Agent in the travel and relocation process on:

    • Housing Identification & Walks

    • Housing Documentation

    • Accommodation Assignment and Rotation Management (Cleaning schedule, Key Delivery)

    • Car Assignment and Delivery, Managing of Parking Passes

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

Desired Qualifications:

  • Fluent in German and English

  • Professional experience as a Secretary/Assistant 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

#LI-JB4

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About The Company

From classic animated features and exhilarating theme park attractions to cutting edge sports coverage, and the hottest shows on television, The Walt Disney Company has been making magic since 1923, creating unforgettable stories that connect with audiences around the world. And we’re just getting started!

The key to our success…. The Cast, Crew, Imagineers and Employees who honor Disney’s rich legacy by stretching the bounds of imagination to create the never-before-seen, bringing unparalleled entertainment experiences to people of all ages. Begin a career that delivers unparalleled creative content and experiences to audiences around the world and just imagine the stories you could be part of…

What is #LifeAtDisney like? It’s a series of magical moments with cast members and employees developing and telling our stories in the most innovative ways. Whether it’s a day spent as a Disney VoluntEAR, or celebrating the release of a new interactive experience, retail product or movie, our days are filled with the knowledge that we are creating entertainment experiences the whole family can enjoy. Follow @DisneyCareers on Facebook, Twitter and Instagram for a peek behind-the-curtain, and discover how you could connect to a world of stories with Disney!

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