Administrative Assistant/ Coordinator

About the Role:

The Administrative Assistant/Coordinator provides administrative, office, meeting, and travel support to a site office team, ensuring smooth day-to-day operations. You will coordinate travel and meetings, maintain records and reports, support project activities, and act as a proactive problem-solver to ensure stakeholders receive timely and effective support.

You’ll join a team grounded in our Disney values — acting with Integrity, welcoming everyone through Inclusion, embracing boundless Creativity, working together through Collaboration and caring deeply for our Community. These values shape how we work and how we support one another every day.

This position is on-site in Papenburg, Germany. This role is a fixed-term contract until December 2030.

What You Will Do

• Support the site office team with day-to-day questions, proactively resolve routine challenges, and provide hands-on assistance where needed.

• Manage office supplies inventory, implement efficient stock-keeping processes, and handle ordering of supplies and equipment along with other office management tasks.

• Schedule and coordinate conference rooms, meetings, video calls, and other team activities, including calendar management support for team members.

• Maintain team data such as organizational charts and distribution lists, and prepare regular reports, summaries, and presentations for various stakeholders.

• Plan and coordinate internal events including service anniversaries, recognition activities, lunch-and-learns, and team-building events.

• Assist with onboarding new employees by serving as a primary point of contact, answering questions, and providing basic training on processes, tools, and methodologies.

• Develop and continuously improve travel processes and strategy for business travellers, including organizing transportation and accommodation with internal and external partners.

• Manage allocation of accommodation and transportation, rotation logistics (e.g., cleaning schedules, key handovers, parking passes), and “Know before you go” travel information.

• Maintain travel tools (such as Smartsheet) and create travel dashboards tailored to different target groups.

• Gather, collate, and distribute project data and reports, support project managers with meeting preparation and follow-up, and facilitate communication within project teams and with stakeholders.

Required Qualifications & Skills

• Fluency in German and English, with strong verbal and written communication skills

• Professional experience as a secretary, assistant, or in administrative support

• Very strong organizational skills and attention to detail, with the ability to multi-task and prioritize deadlines and deliverables in a fast-paced environment.

• Proactive, problem-solving mindset and the ability to work independently while following established procedures.

• Strong interpersonal skills, flexibility, and a calm, steady approach when dealing with unexpected situations and diverse stakeholders.

• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and comfort working with data, reports, and dashboards.

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. Disney is committed to forming a team that includes and respects a variety of voices, identities, backgrounds, experiences and perspectives.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.