Executive Assistant (m/f/d) for S/4 Transformation Office

Date posted:
Company: Adidas
Location: Herzogenaurach (BY), N/A
Job Type: Full-Time

Purpose & Overall Relevance for the Organisation:

  • Provide a high level of administrative support to the (Senior) Vice President and his/her department to ensure efficient management and running of the function on a day to day level.

Key Responsibilities:

  • Take charge of all kind of correspondence independently, to ensure timely and accurate response 
  • Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
  • Maintain and update department files, records, (organizational) charts, subscriptions and publications
  • Receive and screen telephone calls , monitor mail entry and administer the department owned e-mail accounts
  • Create announcements and newsletters
  • Create presentations
  • Schedule internal and external meetings/conferences
  • 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
  • Handle the department cost-center on a global level, including regular monitoring for budgets, approval of invoices 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 (please give examples)
  • 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
  • General tasks:
  • Order office supplies
  • 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, or Blackberry) and invoice re-booking
  • Maintenance of master data for temporary employees (< 1 y.) and externals via the self-service tool
  • Coordination and administration of video conferences.
  • Maintain data systems as directed
  • Supporting office setups and moves within HQ
  • Maintain vacation overview for team
  • Proof reading of documents/presentations
  • Understands and provides information about standards and processes

Authorities:

  • i. A.

Key Relationships:

  • CIO and SMT
  • Global IT CoE’s
  • HR GIT
  • Performance Management

Knowledge, Skills and Abilities:

  • Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
  • Very good command of German and English both written and spoken
  • Very good communication skills
  • High level of service orientation in dealing with internal and external stakeholders/customers
  • Good understanding of numbers
  • Good organizational skills
  • First project management experience preferred
  • Excellent SAP knowledge
  • Excellent PC software skills
  • Excellent knowledge on new media & applications

Requisite Education and Experience / Minimum Qualifications:

  • 6 years of experience
  • Experienced in job and fully qualified/trained
  • Combined theoretical and practical knowledge incl. company policies and practices
  • Good knowledge in related job areas