Coordinator & Executive Assistant, Global Merchandise Sourcing

Wherever you are in the amazing world of Disney, you are contributing to the stories of our iconic brands, recognised by audiences everywhere for entertainment, information and inspiration. Innovation, imagination and inclusion are at the core of Disney, defining the experience that we deliver as well as providing the foundation of our success. The scope of our business, combined with global growth and collaboration result in an inclusive employee experience characterised by continuous learning, development and achievement.

About the role

This Coordinator & Executive Assistant role provides support and assistance to the Vice President, Global Merchandise Sourcing, Asia and Global Merchandise Sourcing Team with operational and organizational function.

This role will be responsible for all secretarial and administrative support, including communication and follow-through with internal cross-functional partners and external resources. The candidate must work well in teams and possess the ability to work in a collaborative environment across different regional offices.

Responsibilities:

• Provide full secretarial and administrative support to the VP.
• Prepare and support any presentation decks and reports for meetings for VP, Director, and Senior Managers.
• Manage day-to-day calendar, including scheduling, coordinating departmental 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 invoices in SAP.
• Provide logistics support for meeting arrangements (e.g., invite attendees, reserve and prepare meeting rooms as well as meeting materials).
• Distribute department information, materials, and presentations, as required.
• Maintain efficient document filing systems (manually or electronically as applied).
• Handle daily correspondence (mails, emails, and faxes), answer phone calls, and relay messages in a timely manner.
• Receive and arrange accommodations for overseas staff/visitors while in the country for business meetings.
• Manage travel arrangements including booking of flights, ticketing, hotel reservations, visa applications, airport/hotel transfers, etc.
• Basic translation of documents/emails from Chinese to English.
• Prepare and submit Travel and Entertainment (T&E) claims using the internal tracking system.
• Run T&E summary report and monitor spending of Asia team’s T&E (Sourcing and Quality Assurance).
• Attend and take minutes of meetings both in the office and at other locations.
• Liaise with the team to ensure follow-up and that deadlines are met.
• Assist in coordinating important pieces of work/projects for the VP between the team and others in the organization as required.
• Provide ad hoc additional support to the Director and Senior Managers in the team with T&E and travel booking as required.
• Other office duties and personal matters as assigned by the VP.

Core Skills Required:

• Conveys relevant information (challenges, issues, trends, etc.) with both internal and external stakeholders in a candid and timely manner.
• Stay current on business issues, office policy, and technological advances.
• Use knowledge of the company’s policy, products, and services to meet management expectations.
• Adopt a challenging and questioning approach, proposing information and solutions in creative ways.
• Contribute to team collaboration (remaining productive despite uncertainty).
• Interact well with people who have different backgrounds and work styles (inviting diverse points of view).
• Suggest ways to increase efficiencies in communication and output with the team and internal partners.
• Tailor messages appropriately to audiences of different backgrounds.
• Demonstrate attention to detail.
• Strengthen others through mentoring and feedback (inspiring and motivating peers) – facilitating win-win situations.
• Treat others with respect.
• Self-starter with experience working in multinational companies.
• Strategic thinker with good communication skills.
• Capable of juggling an extremely hectic schedule while remaining professional at all times and maintaining confidentiality of discussions.

Requirements:

• At least 5 years of secretarial/office administration experience serving Executives in multinational environments.
• Experience in merchandise sourcing and/or product development in a retail environment would be an advantage.
• Proficient in computer skills; Microsoft Outlook, MS Word, MS Excel, PowerPoint, Visio, SAP, etc.
• Fluent in English, Mandarin (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.
• Proven ability to work well in teams.
• Keen understanding of stakeholder management & building organizational support.
• Detail-oriented, proactive, and a self-starter.

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.