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Administrative Assistant
Fashion Industry Company
Carlsbad, CA, United States
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Administrative Assistant, adidas Golf
Position Summary
Under limited direction, performs standard and advanced administrative duties for Vice President Global Operations. Within established guidelines and scope of responsibility, assists in designated administrative details using initiative and judgment.
Essential Functions and Key Responsibilities
• Receives and filters telephone calls, incoming mail, publications and other correspondence
• Administers and reconciles the schedule of appointments and meeting requests.
• Assists in making international and domestic travel arrangements for the VP
• Assist in all teams visa applications for international travel
• Schedules and makes preparations (room set-up, agenda preparation, travel, catering, reservation coordination, etc.) for various meetings and guest visits.
• Coordinates and assists in preparation of sales meetings, regional meetings, sales manager meetings, etc. in collaboration with Events team as appropriate (PGA Show as one example)
• Assists with onboarding new hires within the team as needed – IT, desk space etc.
• Prepares presentations, reports, letters, memos, and other formal correspondence as requested.
• Assists as needed, in development of written communication.
• Maintain inventory, order necessary suppliers and equipment for department needs, including the creation of invoice for payments
• Interface between VP and global adidas controller to ensure that budget and PO reporting is communicated accurately monthly.
• Support space planning requirements, maintaining work area and keeping department organized.
• Performs other related duties and assignments as required
Knowledge and Skills Requirements
• Excellent communication skills, both written and oral.
• Strong multi-tasking and attention to detail skills required
• Requires maturity, experience and good public relations skills in interfacing with all levels of management and general public.
• Results-oriented with the ability to change priorities as needed.
• Able to effectively and appropriately handle confidential information.
• Strong proficiency with computer applications particularly MS Outlook, Word, Excel, and PowerPoint. Experience with Oracle iExpense or related online expense software a plus.
• Able to establish and maintain effective working relationship with executives and co-workers in other departments.
Education, Work Experience, and Professional Certifications
1. Bachelor’s degree with 2-3 years of experience in executive level administrative support, or equivalent combination of education, training and experience.
2. Direct administrative support work experience at the Vice President level preferred.
Work Environment / Physical Requirements
• Normal office conditions
• Ability to work extended hours as necessary
• Occasional travel required to support meetings
• Light physical effort equal to frequent lifting or moving of lightweight materials