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Executive Assistant
Adidas Group
Portland, OR, United States
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Executive Assistant, US Brand Activation and CtC - LTD
Purpose
Provide a high level of administrative support to the VP Brand Activation and the VP CtC to ensure efficient management and running of each function on a day to day level.
Key Accountabilities
Information Management
• Coordinate and filter telephone calls, mailings and inquiries
• Ensure efficient information flow (e.g. announcements, communications, correspondence for VPs internally and externally)
• Manage timetable/schedule of the VPs on a daily basis including all relevant parameters and ensure observance
Meeting Management
• Coordinate and collaborate with VPs on potential meetings, communications and actions
• Manage Meetings (Support on internal and external meetings, conferences, video conferences for VPs, ensure and support the provision of presentations, meeting minutes and follow-ups)
• Create documents and/or presentations for meetings and events
Travel Management
• Manage travel arrangements for VPs and/or team considering company policies and procedures
Office Management
• Manage all kinds of administrational tasks for VPs and support team members (e.g. expense reporting, event registration, office environment)
• Cross-functional collaboration (Travel Management, Controlling, GWP, HR, Direct Reports, Peers)
• Manage and monitor cost center budget
• Ensure that company milestones/timelines for VPs organizations are met (i.e. SCORE, target setting, TLU, headcount request submission, surveys, GBC presentations, SBP, etc.)
• Manage approvals on behalf of VPs (e.g. HR, Finance, Travel, IT)
• Coordinate and implement highly confidential tasks
People/Culture
• Manage and coordinate onboarding procedures for new team members in both departments (ordering new equipment; ensuring profile and accounts are set up, etc.)
• Managing department meeting culture / team principles
• Be the ‘eye and ear’ of the department/relationship management
• Ensure a proper meeting culture within your department (e.g. PANDA meeting rules)
Knowledge Skills and Abilities
• Ability to work independently on projects and administration, applying appropriate administrative expertise and decision-making
• Ability to prioritize and execute multiple assignments in a fast-paced environment while working under tight deadlines
• Excellent computer skills, including but not limited to, MS Word, MS Excel, MS Outlook and MS Power Point.
• Ability to make recommendations that effectively resolve problems by using judgment that is consistent with standards, practices, policies, procedures, regulation and state and federal law.
• Ability to handle sensitive information with professionalism and confidentiality
• Excellent verbal and written communication skills
• Strong organizational and time management skills.
Qualifications
1. Four-year College or University degree and
2. Minimum three (3) plus years related senior level administrative experience
3. Combination of education and experience may be substituted for degree