Job Posting Title: Team Assistant Req ID: 10098314 Job Description: About the Role & Team In this role, you will provide comprehensive administrative support to the Office of President and Executive Floor. The team assistant will be accountable for a broad range of activities from basic administrative tasks to problem-solving and query handling, through to actively contributing to projects within the division. This person will be a focal point of contact for the division and liaise with the team, judging priorities and ensuring the delivery of a high level of service This is an office-based role. 4 days working in the Hammersmith, London office with 1 day working from home. What You Will Do 1. Provide Executive support for the President’s office as required and during holidays Attend Leadership team meetings and Operational Executive team meetings. Prepare agendas and connect Zoom calls Manage and organise the President’s calendar and meeting requests. Ensure meetings are running on time Manage the Operational Executive team’s holiday chart Review and draft 5:15 reports Review expenses and create a summary for approval Liaise with EAs across the world to coordinate meetings/calls/events 2. Provide Executive support during Executive Assistants’ holiday/sickness cover and during busy times Manage workload efficiently and organise the calendar, ensuring timing and logistical details are in place Complete travel organisation including flights, hotel reservations, visas and travel itineraries Handle requests and queries on behalf of the Executive appropriately Preparation of weekly reports and agenda 3. Provide general office admin Liaise with relevant teams to arrange online training sessions (i.e.T&E policy, Concur) Draft travel arrangements Set up AV for meetings Assist with troubleshooting any equipment used (mobiles, laptops, conference facilities, etc.) Arrange couriers. Book taxis and restaurants. 4. Assist with events (i.e. EMEA Leadership meetings, Finance conferences and Coffee with) Book suitable boardroom or venue Coordinate venue management, caterers and equipment hire if required Liaise with AV/IT teams for presentations Plan room layouts and agenda Prepare delegate packs and papers Coordinate suppliers, handling attendee queries and troubleshooting on the day of the event to ensure that all runs smoothly Create trackers and Google sheets for events (eg. conferences) Assist Executives and guests at external events, and liaise with event coordinators and handlers 5. Assist International Executives - being on-hand to help and facilitate their visits Greet visitors and welcome them to our offices Email Security & Facilities teams to confirm the dates the Executives are visiting and request guest pass activations for building access Order catering and coordinate with Café Disney Help with any car bookings Make restaurant inquiries and reservations 6. Take ownership of the general executives' floor upkeep (boardroom, stationery, refreshments stock, printers are in working order, etc.) Manage and coordinate all boardroom bookings and requests, prioritising the needs of the President’s office Complete regular housekeeping checks to deliver a seamless meeting room experience to all users Liaise closely with the catering, IT, AV and Facilities teams and provide the service support required and report faults immediately and as appropriate Be the first point of contact for all room issues, providing timely response and coordination of remedial work 7. Oversee EAs/PAs network Manage EMEA EA/PA database, distribution lists and holiday trackers Organise EA/PA networking events and training Required Qualifications & Skills Experience in a similar role or providing full administrative support to a team Able to work in a pressurised environment with conflicting priorities and without supervision Demonstrable working knowledge of SAP and Concur Intermediate Outlook, Excel, PowerPoint, Word skills Excellent communication skills in English, both verbal and written Additional Information The role is based in Hammersmith with local travel only required. 4 days a week in the office and when required The Perks 25 days annual leave Private medical insurance & dental care Free Park Entry: You will have the opportunity to enter any of our parks with your family and friends for free Disney Discounts: you are entitled to discounts on designated Disney products, resort F&B and ticketing Excellent parental and guardian leave Employee Resource Groups – WOMEN Disney, Disney DIVERSITY, Disney PRIDE, ENABLED, and our Mental Health & Wellbeing Group, TRUST. 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. Disney is committed to forming a team that includes and respects a variety of voices, identities, backgrounds, experiences and perspectives. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. Job Posting Segment: DE & ESPN International Job Posting Primary Business: EMEA Operations Primary Job Posting Category: Executive Support Employment Type: Full time Primary City, State, Region, Postal Code: London, United Kingdom Alternate City, State, Region, Postal Code: Date Posted: 2024-08-21