Administrative Assistant, Grand Floridian

The Walt Disney Company•Vista, FL

2d•Onsite

About The Position

At Disney, we‘re storytellers. We make the impossible, possible. We do this through utilizing and developing cutting-edge technology and pushing the envelope to bring stories to life through our movies, products, interactive games, parks and resorts, and media networks. Now is your chance to join our talented team that delivers unparalleled creative content to audiences around the world. “We create happiness.” That’s our motto at Walt Disney Parks and Resorts. And it permeates everything we do. At Disney, you’ll help inspire that magic by enabling our teams to push the limits of entertainment and create the never-before-seen! The Administrative Assistant will provide essential administrative support to the Proprietors and the Hotel Manager of the Grand Floridian Resort . With a proactive mindset, resourceful approach, and flexible attitude, you will play a key role in ensuring leaders have the tools and support needed to achieve business objectives and operational priorities. Your keen attention to detail, exceptional organizational skills, and problem-solving abilities will help maintain consistency across the organization while contributing to the magic of Disney and helping our team craft memorable vacation experiences that our Guests enjoy time and time again. The Administrative Assistant for Grand Floridian Resort will report to the Rooms Manager of the Grand Floridian Resort and sits in Lake Buena Vista, FL. This is an on-site role based in Lake Buena Vista, FL and relocation will not be available for this position.

Requirements

2+ years of experience in an administrative or office role, preferably supporting operations managers or cross-functional teams.
Proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel, as well as SAP and Coupa, with the ability to quickly adapt to and utilize new software or tools.
Technologically savvy, with a proven ability to learn and master new systems and platforms efficiently.
Excellent written and verbal communication skills with strong attention to accuracy, professionalism, and detail.
Proven track record of maintaining confidentiality and exercising sound judgment in handling sensitive information.
Strong team player with a collaborative mindset, able to build and maintain positive relationships with internal teams and external stakeholders and contribute proactively to team success.
Highly organized and detail-oriented, with exceptional time management and prioritization skills to effectively manage tasks in a fast-paced environment.
Resourceful, flexible, and solutions-oriented, with the ability to anticipate needs, act decisively, and solve problems effectively.
Ability to remain composed and effective while managing unexpected challenges, shifting priorities, and urgent business needs.
Demonstrated ability to provide exceptional service and support to cross-functional teams, ensuring smooth operations and successful project execution.

Nice To Haves

Familiarity with Walt Disney World policies, procedures and offerings.
Experience coordinating events or managing logistics for team-building activities, recognition programs, or similar initiatives.
Familiarity with inventory management and procurement processes, including tracking, ordering, and maintaining supplies.
Proven experience in project coordination, including tracking progress and generating reports to support team operations.

Responsibilities

Manage complex calendars for Proprietors and the Hotel Manager, including daily meeting coordination, long-term planning, and travel schedules.
Coordinate all aspects of meetings: logistics, room reservations, invitations, agendas, materials, and AV/video conferencing support.
Prepare business presentations, correspondence, communications, reports, and other written materials on behalf of leadership.
Prepare and submit expense reports in compliance with company policies and deadlines.
Prepare recurring reports, status updates, and summaries to support operational decision-making.
Maintain office efficiency through ordering, stocking, and managing inventory of supplies, snacks, and beverages.
Oversee office logistics such as mail handling, FedEx requests, invoice processing, and purchase orders (Casual Buyer).
Maintain organized filing, records management, and document retrieval systems to ensure accurate and efficient access to information.
Assist with space planning by maintaining and updating the office seating chart.
Partner with Facilities Management to address workspace needs and support office operations.
Support the planning and execution of employee celebrations, recognition events, and team-building activities.
Assist with onboarding, separations, and retirements to ensure seamless team member transitions.
Participate in hurricane preparedness planning and special projects as assigned.
Manage multiple tasks, deadlines, and priorities with timely follow-up and communication.