Executive Assistant in Herzogenaurach bei Adidas

Adidas

Purpose & Overall Relevance for the Organisation:

Provide a high level of administrative support to the (Senior) Vice President and his/her department to ensure efficient management and running of the function on a day to day level.

Key Responsibilities:

Take charge of all kind 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
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
Create announcements and newsletters

Create presentations
Schedule internal and external meetings/conferences
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
Complete travel expense reports
Handle the department cost-center on a global level, including regular monitoring for budgets, approval of invoices to ensure correct accounting transactions

Key contact point for information management (e.g. intranet), ensure content of the intranet is up to date
Proactively/ independently carry out special projects and assignments
Assist in and coordinate projects and assignments as requested/directed (please give examples)
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
Administrative responsibility for trainees (e.g. BMP) in order to ensure achievement of given adidas internal training targets as well as for temporary employees within respective department
Support team as well as management
General tasks:

Order office supplies

Administration of the shopping platform incl. creation of shopping carts, placing orders, adding & maintaining materials and suppliers, control of orders, booking of incoming orders and preparation of invoice controlling. If necessary, internal & external requests for quotations
Coordination and administration of investment requests and inventory numbers, checking invoices in collaboration with SSC
Administration of investment request workflow
Investment application (e.g. IT and communication support when applying for a new laptop, mobile phone, or Blackberry) and invoice re-booking
Maintenance of master data for temporary employees (
- Coordination and administration of video conferences.
- Maintain data systems as directed
- Supporting office setups and moves within HQ
- Maintain vacation overview for team
- Proof reading of documents/presentations
- Understands and provides information about standards and processes
Key Relationships:
- CIO and SMT
- Global IT CoE’s
- HR GIT
- Performance Management
Knowledge, Skills and Abilities:
- Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
- Very good command of German and English both written and spoken
- Very good communication skills
- High level of service orientation in dealing with internal and external stakeholders/customers
- Good understanding of numbers
- Good organizational skills
- First project management experience preferred
- Excellent SAP knowledge
- Excellent PC software skills
- Excellent knowledge on new media & applications
Requisite Education and Experience /