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Executive Assistant (m/f/d) temp till June 2022

 

Purpose

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

 

Key Accountabilities

  • 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
  • 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

 
Knowledge, Capabilities and Experience

  • 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

 

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

 

adidas celebrates diversity, supports inclusiveness and encourages individual expression in our workplace. We do not tolerate the harassment or discrimination toward any of our applicants or employees. We are an Equal Opportunity Employer.

Job Title:  Executive Assistant (m/f/d) temp till June 2022

Brand:  adidas
Location:  Herzogenaurach
TEAM:  Administrative
State:  BY
Country/Region:  DE
Contract Type:  Temp
Number:  249308
Date: