Executive Assistant - US Sports

Executive Assistant - US Sports & Creation Center Portland Purpose & Overall Relevance for the Organization Provide a high level of administrative support to the General Manager of US Sports and the Creation Center Portland Senior Director, and their departments holistically to ensure efficient management, operational excellence, and running of the function on a day to day basis. Key Responsibilities Proactively take charge of various forms of correspondence independently, to ensure timely and accurate response Format, type and edit a variety of materials, including correspondence, memos, minutes, reports, one-pagers, summaries, and confidential material Maintain and update department files, distribution lists, records, (organizational) charts, subscriptions and publications Seek to understand business dynamics and priorities in order to determine where/how to best support the team Build relationships across the organization to assess pain points and opportunities for the team Monitor mail entry and administer the department owned e-mail accounts Create announcements and newsletters on behalf of the department Create presentations Schedule internal and external meetings/conferences including logistics (AV, Room Booking, Agenda communication/coordination, catering oversight/management) 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 Manage the department cost-center on a global level, including regular monitoring for budgets (tracking and reporting), approval of invoices/POs 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 in conjunction with business and/or head office teams 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 Assess office supply needs of the operating unit and order/replenish accordingly 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) and invoice re-booking Maintenance of master data for temporary employees ( Supporting office/facilities setups and moves within the village Maintain vacation & T&E overview for team Proof reading of documents/presentations Understands and provides information about standards and processes Knowledge, Skills and Abilities Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook) English both written and spoken Very good communication skills High level of service orientation in dealing with internal and external stakeholders/customers Stakeholder management and prioritization Good understanding of numbers Good organizational skills Excellent SAP knowledge Excellent PC software skills Excellent knowledge on new media & applications Requisite Education and Experience / Minimum Qualifications 6 years of experience (previous EA experience preferred) Experienced in job and fully qualified/trained Combined theoretical and practical knowledge incl. company policies and practices Good knowledge in related job areas adidas celebrates diversity, supportsinclusivenessand encourages individual expression in our workplace. We actively encourage individuals with disabilities to apply and will provide reasonableaccommodationsthroughout the recruitment process. We do not tolerate the harassment or discrimination toward any of our applicants or employees. We are an Equal Opportunity Employer. adidas offers robust and progressive medical, including HSA (Health Savings Account) with employer funding or FSA (Flexible Spending Account) options, dental, vision, prescription drug coverage, adoption, with surrogate and fertility support, short and long-term disability, and basic life and AD&D insurance.Employees are able to enroll in adidas’ 401k plan and Stock Purchase Plan with employer match.Full-time employees are eligible for educationassistanceand generous Leave policies including14weeksof paid parental leave. Employees are eligible to earn an annual bonus based oncompany performance.Employeesaccrueprorated flexible time off in theamount.4388 hours per daythat increases with years of service, twelve paid holidays throughout the calendar year and Service Time Off during milestone years. At adidas we offer a Hybrid work policy which requires attendance in the office Monday through Thursday, with the flexibility to work remotely on Friday each week. For work requiring a high degree of collaboration or an in-person presentation, in-office attendance is required even on Friday. The working location of this position is Portland, OR. Though our teammates hail from all corners of the world, our working language is English. 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. Be curious, test and learn new and better ways of doing things. TEAMPLAY: Win together. Work collaboratively and cultivate a shared mindset. INTEGRITY: Play by the rules. Hold yourself and others accountable to our company’s standards. RESPECT: Value all players. Display empathy, be inclusive and show dignity to all. AT adidas, we strongly believe that embedding diversity, equity, and inclusion (DEI) into our culture and talent processes gives our employees a sense of belonging and our brand a real competitive advantage. – Culture Starts With People, It Starts With You – By recruiting talent and developing our people to reflect the rich diversity of our consumers and communities, we foster a culture of inclusion that engages our employees and authentically connects our brand with our consumers. #J-18808-Ljbffr adidas