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 communicate 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 deck and reports for meetings for VP, Director and Senior Managers.
• Manage day-to-day calendar, including manage schedule, coordinate 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 invoice in SAP.
• Provide logistics support for meeting arrangement (e.g. invite attendees, reserve and prepare meeting room 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 take relay messages in a timely manner.
• Receive and arrange accommodations for overseas staff/visitors while in country for business meeting
• Manage travel arrangements including booking of flights, ticketing, hotel reservation, visa application, airport/hotel transfer, etc.
• Basic translation of document/email 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 and when assigned by the VP.

Core Skills Required:

• Conveys relevant information (challenges, issues, trend, 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 expectation.
• Adopt a challenging and questioning approach, proposing information and solution with creative ways.
• Contribute to team collaboration (remaining productive despite uncertainty)
• Interact well with people who have different backgrounds and work styles (invites diverse point of view)
• Suggest ways to increase efficiencies in communication and output with the team and internal partners.
• Tailor messages appropriately to the audience of different backgrounds.
• Demonstrate ability to attention to details.
• Strengthen others through mentoring and feedback (inspiring and motivating peers) – facilitating win-win situations.
• Treat others with respect
• Self-starters with experience working in multi-national companies.
• Strategic thinker with good communication skills.
• Capable at juggling extremely hectic schedule while remaining professional at all times and maintaining confidential of discussion.

Requirements:

• At least 5 years secretarial/office administration experience serving Executives in multi-national environments.
• Experience in merchandise sourcing and/or product development in a retail environment would be an advantage.
• Proficient in computer skill; Microsoft Outlook, MS Words, 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, pro-active 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.