Executive Assistant & Studio Team Coordinator - 6 Months Contract

Job Description

DESCRIPTION:

The Executive Assistant & Studio Team Coordinator provides support and assistance to the GM of Studio SEA and Head of Operations APAC across administrative, operational and organizational areas. This role will be responsible for all secretarial and administrative support, including communications and coordination with senior APAC GM leaders in the region and other internal stakeholders across SEA, as well as external parties. The candidate must enjoy a fast-paced, dynamic environment, be adept at documentation and planning, and be able to collaborate with a vast number of cross-functional teams across different stakeholders.

ESSENTIAL FUNCTIONS:
• Provide full secretarial and administrative support to the GM of Studio SEA, and Head of Operations APAC
• Manage day-to-day calendar, including scheduling, coordinate department calendar; department meetings and events
• Coordinate and act as the point of contact for local and overseas meetings and conference arrangements
• Work with Casual Buyer Team to process purchase orders and invoice in SAP
• Support all Studio team administration needs
• Support administration and coordination of department initiatives and events
• Provide logistics support for meeting arrangement
• Distribute department information, materials and presentations, as required
• Maintain efficient document filing systems (manually or electronically as applied)
• Manage travel arrangements including booking of flights, ticketing, hotel reservation, visa application, airport/hotel transfer, etc.
• Prepare and submit Travel and Entertainment (T&E) claims using the internal tracking system
• Attend and take minutes of meetings both in the office and at other locations, as required
• Liaise with SEA Studio and Marketing leaders and teams to ensure follow up and that deadlines are met
• Assist in coordinating important pieces of work/projects for the GM between her team and others in the organization as required
• Other office duties and personal matters as and when assigned by the GM

CORE SKILLS:
• Strong and responsive written and verbal communications and stakeholder management skills
• Meticulous in managing financial paperwork and tracking
• Intellectual rigour to operate in a fast-paced environment and dynamic team, with experience supporting complex tasks, documentation and assignments
• Self-starters with experience working in multi-national companies and in high performing teams
• Knowledge on corporate/business issues, office policies and technological advances
• Collaborative and people skills – ability to work and adapt working style and communications with a wide variety of leaders and employees across different offices and time zones
• Good attention to detail with scheduling and documentation
• Client service mindset to support GM and Head of Ops
• Multi-tasking skills and ability to juggle high intensity of activities and scheduling while remaining professional and calm at all times
• Mature understanding of company and team confidentiality
• Proactive mindset with suggestions to improve efficiencies with teams and scheduling

DESIRED QUALIFICATIONS:
• At least 5 years secretarial/office administration experience serving senior executives in multi-national, corporate environments
• Proficient in computer skills; Microsoft Outlook, MS Words, MS Excel, PowerPoint, Visio, SAP, etc.
• Fluent in English (verbal & written) and other native languages would be a plus
• A good team player with strong interpersonal skills
• Meticulous with good organizational and planning skills
• Good etiquette, pleasant composure and a positive working attitude
• Ability to work with minimum supervision and independently
• Proven ability to work well in teams
• Keen understanding of stakeholder management & building organizational support
• Detail oriented, pro-active and a self-starter

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

This position is with The Walt Disney Company (Southeast Asia), which is part of a business we call The Walt Disney Company (APAC).

Jobcode: Reference SBJ-d90vn9-18-219-151-135-42 in your application.