Executive Assistant HR

Administrative Assistant for Senior Vice President of HR NAM

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.
• 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.
• Ensure leaders are aware of and prepared for upcoming initiatives by staying on top of deadlines and planning ahead.

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
• 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
• 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.