PURPOSE & OVERALL RELEVANCE FOR THE ORGANISATION
- Provide a high level of administrative support to the (Senior) Vice President/General Manager 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
- 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
AUTHORITIES
KEY RELATIONSHIPS
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 / 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