Executive Assistant - Business Development & IT Job at Adidas
PURPOSE & OVERALL RELEVANCE FOR THE ORGANIZATION
Provide a high level of administrative support to the VP, Business Development & Operations and VP, Tech to ensure efficient management and running of the function on a day-to-day level.
KEY RESPONSIBILITIES
- Organize various types of correspondence independently, to ensure timely and accurate response
- Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
- Provide leaders with any materials needed throughout the day (ex. print documents, provide links, reroute emails, meals when applicable)
- Maintain and update department files, records, (organizational) charts, subscriptions and publications
- Receive and screen telephone calls, monitor mail entry and administer the department owned e-mail accounts as well as keep email distribution lists up-to-date
- Create and post announcements via internal sites/comms channels
- Create / assist with presentations (e.g. in powerpoint) to key stakeholders and partners
- Coordinate and execute all travel arrangements for team members including flight and hotel booking, visa securing, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
- Key contact point for information management (e.g. ensure content of the intranet is up to date)
- Proactively/ independently carry out special projects and assignments
- Take over administrative and coordinative tasks of department members as requested
- Handle assigned operational tasks of respective department under supervision
- Check and correct problems in existing systems and processes that are not immediately evident
CALENDAR MANAGEMENT
- Manage leaders’ agendas on a daily basis and proactively by looking ahead and reviewing the upcoming 3-4 weeks
- Act as a gatekeeper for time by ensuring space between meetings, scheduling blocks for breaks, and adjusting conflicting meetings
- Organize meetings with leaders’ first lines, key business partners and stakeholders across regions and markets
- Schedule preparation time for major initiatives, critical meetings, and reviews
- Ensure leaders are aware of any abrupt changes, upcoming deadlines, and when actions or decisions are needed from them
- Become familiar with leaders’ priorities and KPIs to fully understand which meetings are urgent and of high importance (*Have full understanding of priorities and KPIs)
- When necessary, assign delegates from leaders’ first lines to attend meetings on their behalf
- For requests coming in, provide leaders with as much context as possible (ex. decisions needed, approvals, pre-reads)
- Ensure leaders are aware of and prepared for upcoming initiatives by staying on top of deadlines and planning ahead (ex. Performance Standard Reviews, TLU, Calibration)
PROJECT COORDINATION
- Collaborate with leadership teams to curate agendas for team meetings based on urgent topics, booking rooms, ordering catering, planning team building exercises, and making any dining reservations
- Orchestrate meetings by presenting decks, keeping people on track/on time, and ensuring that attendees are prepared to share material when applicable
- Organize townhalls and huddles with the help of the Project Manager on the team
- Drive end-to-end delivery of ad-hoc projects and ensure follow-through
- Assist HR with People Workshops such as TLU, Leadership Integration, and Calibrations
GENERAL TASKS
- Order office supplies
- Administration of investment request workflow
- Coordination and administration of video conferences
- Supporting office setups and moves within HQ
- Maintain vacation overview for team
- Proof reading of documents/presentations
- Understand and provide information about standards and processes (e.g. T&E guideline)
- Attend meetings and take notes/capture meeting minutes
- Manage expenses and approvals, including travel expense reports
- Act as main point of contact for leaders supporting with ad-hoc requests coming from leaders and first line teams
- Manage documentation and information archiving (ex. Teams, SharePoint, etc.)
- Manage distribution lists and communication groups
KEY RELATIONSHIPS
- Department Leadership Team
- NAM SLT
KNOWLEDGE, SKILLS AND ABILITIES
- Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook,internal social comms channels)
- Very good command of English both written and spoken
- Strong communication skills
- High level of service orientation in dealing with internal and external stakeholders/customers
- Good understanding of numbers
- Good organizational skills
- Project management experience preferred
- Excellent SAP/Concur knowledge preferred
- Excellent PC software skills
- Excellent knowledge on new media & applications
REQUISITE EDUCATION AND EXPERIENCE / MINIMUM QUALIFICATIONS
- 6 years of experience supporting senior leaders
- Experienced in job and fully qualified/trained
- Combined theoretical and practical knowledge incl. company policies and practices
- Good knowledge in related job areas
- Diversity, Equity, and Inclusion at adidas means championing individual uniqueness and cultivating a culture of belonging in which everyone can create at their best. We embrace diverse backgrounds, experiences, and perspectives and seek to create a workforce that reflects our consumers and communities.
- adidas offers robust and progressive medical, including HSA (Health Savings Account) with employer funding or FSA (Flexible Spending Account) options, dental, vision, prescription drug coverage, adoption, with surrogate and fertility support, short and long-term disability, and basic life and AD&D insurance, which can be supplemented with employee-paid coverage. Employees are able to enroll in adidas’ 401k plan and Stock Purchase Plan with employer match. Full-time employees are eligible for education assistance and generous Leave policies including 12 weeks of paid parental leave.
- Employees are eligible to earn an annual bonus based on both company and personal performance and RSU offering. Employees accrue prorated flexible time off in the amount .4388 hours per day that increases with years of service, eleven paid holidays throughout the calendar year and Service Time Off during milestone years.
- Employment at adidas is contingent upon providing COVID-19 vaccination status, although adidas will permit you to begin employment prior to submitting this information. adidas is an equal opportunity employer and will consider requests for accommodation in accordance with all relevant laws.
- We officially returned to office in a hybrid work environment, working 3 days in office and 2 days remote. The working location of this position is Portland, Oregon.
- Though our teammates hail from all corners of the world, our working language is English.
AT ADIDAS WE HAVE A WINNING CULTURE. BUT TO WIN, PHYSICAL POWER IS NOT ENOUGH. JUST LIKE ATHLETES OUR EMPLOYEES NEED MENTAL STRENGTH IN THEIR GAME. WE FOSTER THE ATHLETE’S MINDSET THROUGH A SET OF BEHAVIORS THAT WE WANT TO ENABLE AND DEVELOP IN OUR PEOPLE AND THAT ARE AT THE CORE OF OUR UNIQUE COMPANY CULTURE: THIS IS HOW WE WIN WHILE PLAYING FAIR.
COURAGE: Speak up when you see an opportunity; step up when you see a need..
OWNERSHIP: Pick up the ball. Be proactive, take responsibility and follow-through.
INNOVATION: Elevate to win. Be curious, test and learn new and better ways of doing things.
TEAMPLAY: Win together. Work collaboratively and cultivate a shared mindset.
INTEGRITY: Play by the rules. Hold yourself and others accountable to our company’s standards.
RESPECT: Value all players. Display empathy, be inclusive and show dignity to all.
ADIDAS CELEBRATES DIVERSITY, SUPPORTS INCLUSIVENESS AND ENCOURAGES INDIVIDUAL EXPRESSION IN OUR WORKPLACE. WE DO NOT TOLERATE THE HARASSMENT OR DISCRIMINATION TOWARD ANY OF OUR APPLICANTS OR EMPLOYEES. WE ARE AN EQUAL OPPORTUNITY EMPLOYER.
JOB TITLE:
Executive Assistant - Business Development & IT
BRAND:
adidas
LOCATION:
Portland
TEAM:
Administrative
STATE:
OR
COUNTRY/REGION:
US
CONTRACT TYPE:
Full time
NUMBER:
496374
DATE:
May 10, 2023
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