Executive Assistant HR

Purpose & Overall Relevance for the Organization

Provide a high level of administrative support to the Senior Vice President of HR NAM and the HR department to ensure efficient management of the function on a day-to-day level.


Key Responsibilities

• Communicate effectively by telephone, in person, via e-mail, and as required to positively reflect the goals of the department and the best interests of the executive.
• Manage the executive calendars, helping to prioritize meetings and competing demands on executive availability.
• Establish and perform practices that accurately maintain records/files and efficiently process information.
• Support smooth departmental operation during executive's absence. Maintain communication with executive(s) during periods of travel, prioritize communication, provide information and facilitate or make timely decisions as knowledge permits.
• Ensure effective communications are established and maintained between the executive and adidas departments and facilities.
• Perform research for special assignments and prepare PowerPoint or other presentations that reflect professionally the intent of the SVP, HR, CHRO, President NA.
• Plan meetings, including but not limited to, arrangements for facilities, catering, AV equipment, agendas, scheduling materials preparation and other related service.
• Perform day-to-day administrative support services, meeting schedules and facilitation, travel arrangements, shipping, expense reports, and other services.
• Collect, sort and prioritize daily mail and correspondence, responding when appropriate.
• Order and maintain supplies and equipment.
• Process monthly expenses and route invoices for signature and timely payment. Other duties as assigned.

Calendar Management

• Manage leaders' agendas daily and proactively by looking ahead and reviewing the upcoming 3-4 weeks
• Act as a gatekeeper for time by ensuring space between meetings, scheduling blocks for breaks, and adjusting conflict meetings
• Organize meetings with leaders' first lines, key business partners and stakeholders across regions and markets
• Schedule preparation time for major initiatives, critical meetings, and reviews
• Ensure leaders are aware of any abrupt changes, upcoming deadlines, and when actions or decisions are needed from them
• Become familiar with leaders' priorities and KPIs to fully understand which meetings are urgent and of high importance (*Have full understanding of priorities and KPIs)
• When necessary, assign delegates from leaders' first lines to attend meetings on their behalf
• For requests coming in, provide leaders with as much context as possible (ex. decisions needed, approvals, pre-reads)
• Ensure leaders are aware of and prepared for upcoming initiatives by staying on top of deadlines and planning ahead (ex. Key HR Milestones, Employee Engagement Activities, ect)

Project Coordination

• Collaborate with leadership teams to curate agendas for team meetings based on urgent topics, book rooms, ordering catering, planning team building exercises, and making any dining reservations
• Orchestrate meetings by presenting decks, keeping people on track/on time, and ensuring that attendees are prepared to share material when applicable
• Organize town halls and huddles with the help of the Project Manager on the team
• Drive end-to-end delivery of ad-hoc projects and ensure follow-through
• Assist HR with People Workshops such as Leadership Integration and Calibrations

General Tasks

• Order office supplies
• Administration of investment request workflow
• Coordination and administration of video conferences
• Supporting office setups and moves within HQ
• Maintain vacation overview for team
• Proof reading of documents/presentations
• Understand and provide information about standards and processes (e.g. T&E guideline)
• Attend meetings and take notes/capture meeting minutes
• Manage expenses and approvals, including travel expense reports
• Act as main point of contact for leaders supporting with ad-hoc requests coming from leaders and first line teams
• Manage documentation and information archiving (ex. Teams, SharePoint, etc.)
• Manage distribution lists and communication groups

Key Relationships

• Executives of adidas NAM and their Leadership teams
• Global and Local HR Leaders
• NAM HR team
• HR Rewards
• HR4HR
• Finance
• Legal Counsel
• Corporate Services/Facilities, Communications, Employee Groups etc.

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.

Requisite Education and Experience / Minimum Qualifications

• Four-year College or University degree and
• Minimum three (3) plus years related senior level administrative experience
• Combination of education and experience may be substituted for degree
• 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.

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.

Job Title: Executive Assistant HR

Brand:


Location: Portland


TEAM: Corporate Services


State: OR


Country/Region: US


Contract Type: Full time


Number: 545185


Date: May 21, 2026