Administrative Assistant / Coordinator (Fixed-Term)

About the role

The Administrative Assistant/Coordinator provides essential office, meeting, and travel support to the site office team in Papenburg, ensuring smooth daily operations. You will act as a proactive problem‑solver, helping stakeholders receive timely and effective assistance while upholding Disney’s core values of Integrity, Inclusion, Creativity, Collaboration, and Community.

Key responsibilities

• Support the site office team with day‑to‑day queries and resolve routine challenges.
• Manage office supplies inventory, implement stock‑keeping processes, and handle ordering of supplies and equipment.
• Schedule conference rooms, meetings, video calls and provide calendar management support.
• Maintain team data such as org charts and distribution lists; prepare regular reports, summaries and presentations.
• Plan and coordinate internal events, service anniversaries, recognition activities, lunch‑and‑learns and team‑building events.
• Assist onboarding of new employees, serving as primary contact and providing basic training on processes and tools.
• Develop and continuously improve travel processes, organize transportation and accommodation, and manage rotation logistics.
• Maintain travel tools (e.g., Smartsheet) and create travel dashboards for different audiences.
• Gather, collate and distribute project data, support project managers with meeting preparation and follow‑up, and facilitate communication within project teams.

Required profile

• 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, attention to detail and ability to multitask in a fast‑paced environment.
• Proactive, problem‑solving mindset and ability to work independently while following established procedures.
• Strong interpersonal skills, flexibility and a calm approach when dealing with unexpected situations.

Required skills

• Microsoft Office
• Smartsheet

What we offer

• Fixed‑term contract from November 2026 to December 2030.
• Opportunity to work on‑site in a dynamic, values‑driven environment.
• Engagement in internal events and professional development activities.