Executive Assistant @ Walt Disney

Job Information

Job Description:

Responsibilities:

• Provide full secretarial and administrative support to the VP
• Prepare and support any presentation deck and reports for meetings for VP 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 Senior Managers and other employees to ensure follow up and that deadlines are met
• Assist in coordinating important pieces of work/projects for the VP between her team and others in the organization as required
• Provide ad-hoc additional support to 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

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

Core Skills:

• 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

Company Information

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