Executive Assistant - BD & Head Office - temp 3 years in Herzogenaurach bei Adidas

Executive Assistant - BD & Head Office - temp 3 years (M/F/D) in Herzogenaurach bei Adidas

Adidas

Purpose & Overall Relevance for the Organisation

Provide a high level of administrative support to the VP and his/her department to ensure efficient management and execution of the division function on a daily basis.

Key Responsibilities

Independently handle all types of correspondence to ensure timely and accurate responses.
Format, input, and edit a variety of materials including correspondence, memos, minutes, reports, and confidential material.
Maintain and update department files, records, (organizational) charts, subscriptions and publications.
Answering and screening phone calls, monitoring incoming email, and managing departmental email accounts.
Creating announcements and newsletters
Creating presentations
Scheduling internal and external meetings/conferences
Coordinate and execute all travel arrangements for team members, including securing airline and hotel reservations, car reservations, and airport pickups, and provide immediate resolution to issues requiring knowledge of department policies and procedures
Complete travel expense reporting.
Support in bigger BD&HO projects (incl. SLT driven projects with Ownership of MD) and managing independently smaller projects
Handle cost center management on a global level, including regular budget control and invoice approval to ensure proper accounting transactions.
Key point of contact for information management (e.g., a-Live) to ensure content is up to date
Proactively/independently execute special projects and assignments.
Support and coordinate projects and assignments as requested and assigned
Assume administrative and coordination duties of department members as needed
Complete assigned operational tasks for respective department under supervision
Review and correct problems in existing systems and processes that are not obvious.
Administrative responsibility for trainees / interns (e.g. BMP) to ensure achievement of specified adidas internal training goals and for temporary employees within the respective department.
Provide support to the team and management.
General tasks:

o Order office supplies
o 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
o Coordination and administration of investment requests and inventory numbers, checking invoices in collaboration with SSC
o Administration of investment request workflow
o Investment application (e.g. IT and communication support when applying for a new laptop, mobile phone, or Blackberry) and invoice re-booking
o Maintenance data for temporary employees ( o Coordination and administration of video conferences.
o Maintain data systems as directed
o Supporting office setups and moves within HQ Location
o Maintain vacation overview for team
o Proof reading of documents/presentations
o Understands and provides information about standards and processes

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
Basic SAP knowledge
Excellent PC software skills
Excellent knowledge on new media & applications

Requisite Education and Experience / Minimum Qualifications

6 years of experience
Experienced in job and fully qualified/trained
Combined theoretical and practical knowledge incl. company policies and practices
Good knowledge in related job areas

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