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Department Assistant

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The Walt Disney Company

3d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • London

AI generated summary

  • You need a Bachelor’s degree, 5+ years in a multinational company, experience supporting executives, strong organization skills, proficiency in MS Office, and the ability to handle sensitive information.
  • You will support projects, manage agendas and meetings, prepare reports, assist with presentations, maintain documentation, and build relationships across teams to enhance efficiency.

Requirements

  • Bachelor’s degree required, business background desirable
  • 5+ Years of experience in a large multinational company, ideally within a regional/multi territory function
  • Experience in supporting senior executives, as well as multicultural/ -geographical & diverse teams
  • Excellent organizational and forward planning skills
  • Proficiency in MS Excel, PowerPoint and Word
  • Reconcile expenses and planning travel
  • Resourcefulness and strong problem-solving skills
  • Ability to perform under pressure and to tight deadlines
  • Highly organized individual with attention to detail
  • Ability to build relationships and partner at all levels within the organisation
  • Handles sensitive information with highest degree of integrity and confidentiality
  • Knowledge of enterprise systems and data gathering
  • Good analytical skills and ability to understand process flows
  • High-energy, self-motivated with a desire to excel in a multi stakeholder environment
  • Confident in speaking in group settings and to develop and facilitate team workshops and activities
  • Language skills a plus

Responsibilities

  • Provide project support to the team as needed (admin, communications, summaries, research, analysis)
  • Supporting the Director’s Staff meeting, generating e-mails, reports or memos as follow up
  • Assist managing KPI’s and consolidate actions taken by the Sourcing teams, especially for contract renewals, correct posting documentation, must close lists, compulsory training, etc…
  • Prepare routine reports and follow up on actions
  • Responsible for preparing documents for Director’s signature, and electronically filing, as well as contributing to maintain and file RFX templates and documents
  • Assisting in creating presentations, and building and keeping a library of templates
  • Support analysis and revision of the operating practices to improve efficiency
  • Responsible to suggest and collect agenda items and setting up the biweekly EMEA Team meeting
  • Manage the Director’s agenda, appointments, travel and expense
  • Support the set up and maintaining of the special programs (I.e. Minority Suppliers)
  • Provide project team support and support to Category teams as needed.
  • Populating pre-formatted reports, following up with individuals and summarising actions
  • Deliver qualitative, action-oriented summaries of meetings
  • Efficient and correct management of the Director’s agenda and expenses
  • Build and maintain a good relationship with the S&P Team
  • Build and maintain company-wide relationships required for the execution of the role
  • Monthly Newsletter EMEA submission. Collate & Edit
  • Supporting the overall presentation needs of the Team and establishing a depository for templates
  • Oversee the office material needs, to avoid any bott necks
  • Gather a solid understanding of the operating practices and contribute to improve those
  • Organising the Biweekly EMEA Team meeting both content and execution (through leading or collaboration)

FAQs

What is the primary role of the Department Assistant?

The Department Assistant provides vital administrative support to the Sourcing & Procurement Department and the Director of Sourcing & Procurement, including managing administrative tasks, project support, and agenda planning.

Where is the Department Assistant position located?

This role is based in our London Hammersmith office, with a hybrid work arrangement of four days in the office and one day working from home, either Monday or Friday.

What qualifications are required for the Department Assistant role?

A Bachelor’s degree is required, with a business background desirable, along with 5+ years of experience in a large multinational company and experience supporting senior executives.

What skills are necessary for a successful Department Assistant?

Essential skills include excellent organizational and forward planning skills, proficiency in MS Excel, PowerPoint, and Word, ability to perform under pressure, strong problem-solving skills, and the ability to build relationships at all levels within the organization.

Is there any specific experience required for this position?

Yes, experience in supporting senior executives and working with multicultural, geographically diverse teams is desired.

What kind of projects will the Department Assistant support?

The Department Assistant will support various projects that require administrative assistance, communications, summaries, research, and analysis.

Does this position require managing expenses and travel?

Yes, the Department Assistant is responsible for reconciling expenses and planning travel for the Director.

Are there opportunities for professional development in this role?

Yes, the role includes support for team activities, workshops, and opportunities to engage with Employee Resource Groups, promoting professional development.

What is the company’s stance on diversity and inclusion?

The Walt Disney Company is committed to creating a diverse workforce that represents various voices, identities, backgrounds, experiences, and perspectives, and is an Equal Opportunity Employer.

What employee benefits are offered for this position?

Benefits include 25 days of annual leave, private medical insurance, dental care, free park entry for family and friends, Disney discounts, and excellent parental and guardian leave.

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The Walt Disney Company

Entertainment & Media
Industry
10,001+
Employees

Mission & Purpose

From classic animated features and exhilarating theme park attractions to cutting edge sports coverage, and the hottest shows on television, The Walt Disney Company has been making magic since 1923, creating unforgettable stories that connect with audiences around the world. And we’re just getting started! The key to our success…. The Cast, Crew, Imagineers and Employees who honor Disney’s rich legacy by stretching the bounds of imagination to create the never-before-seen, bringing unparalleled entertainment experiences to people of all ages. Begin a career that delivers unparalleled creative content and experiences to audiences around the world and just imagine the stories you could be part of… What is #LifeAtDisney like? It’s a series of magical moments with cast members and employees developing and telling our stories in the most innovative ways. Whether it’s a day spent as a Disney VoluntEAR, or celebrating the release of a new interactive experience, retail product or movie, our days are filled with the knowledge that we are creating entertainment experiences the whole family can enjoy. Follow @DisneyCareers on Facebook, Twitter and Instagram for a peek behind-the-curtain, and discover how you could connect to a world of stories with Disney!