Executive Assistant - Finance

Purpose & Overall Relevance for the Organization:

 

Provide a high level of administrative support to 3 Finance Vice Presidents to ensure efficient management and running of the function on a day-to-day level.

 

Key Responsibilities:

 

  • Organize various types 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
  • Provide leaders with any materials needed throughout the day (ex. print documents, provide links, reroute emails, meals when applicable)
  • 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 as well as keep email distribution lists up-to-date
  • Create and post announcements via internal sites/comms channels  
  • Create / assist with presentations (e.g. in powerpoint) to key stakeholders and partners
  • 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
  • Key contact point for information management (e.g. ensure content of the intranet is up to date)
  • Proactively/ independently carry out special projects and assignments 
  • 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

 

Calendar Management:

  • Manage leaders’ agendas on a daily basis 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 conflicting 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. Performance Standard Reviews, TLU, Calibration)

 

Project Coordination:

  • Collaborate with leadership teams to curate agendas for team meetings based on urgent topics, booking 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 townhalls 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 TLU, Leadership Assimilation, 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:

 

  • Department Leadership Team
  • NAM SLT
  • Finance Leaders in HQ

 

Knowledge, Skills and Abilities:

 

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

 

Requisite Education and Experience / Minimum Qualifications:

 

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

 

adidas requires all US based employees to be vaccinated against COVID-19 or have an approved accommodation.  Proof of vaccination is required. adidas is an equal opportunity employer and will consider requests for accommodation in accordance with all relevant laws.  

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 - Finance

Brand:  adidas
Location:  Portland
TEAM:  Administrative
State:  OR
Country/Region:  US
Contract Type:  Full time
Number:  446675
Date:  Apr 25, 2022