Executive Assistant / Office Manager

Purpose & Overall Relevance for the Organisation:

 

To provide proactive administrative assistance to the General Manager of adidas Pacific, manage and coordinate facility management, manage one direct report and the reception function, providing professional administrative support to the Pacific Leadership Team and the business.

 

Key Responsibilities:

 

  • Maintaining and proactive management General Manager’s diary and schedule, ensuring the General Manager is prepared for forthcoming meetings and ravel.
  • First point of contact for external/internal enquiries to the General Manager’s office.
  • Organising meetings, preparing agendas and taking minutes as required.  Effectively prepping and planning meetings.  Ensuring attendees are invited and meetings include communication and meeting logistics arranged.  Ensuring GM is on time and at the meetings scheduled.
  • Coordinate travel arrangement for the General Manager including transfers, flights, hotels, meetings and logistics and preparing detailed agendas.
  • Providing support on all administration requirements including but not limited to consolidating presentations, filing, sending and storing presentations.
  • General administration and support on special projects.
  • Prepare meeting agendas, minutes, business correspondence and presentation materials as well as compile and prepare various statistics and business reports.
  • Daily communication with vendors, interstate offices, region, employees across the business locally and globally.
  • Coordinating Delegate visits, agendas, meetings, accommodation, transfers and restaurants.
  • Preparing and coordination of expense claims for GM, and EA expenses, ensuring processed by associated deadlines in Concur.
  • Management, responsibility and coordination of office facilities for 35 & 37 Dunlop Road, liaising with Property Management and Cleaning Management, trades as necessary, including repairs and maintenance.
  • 24/7 security first contact for alarm monitoring – office and managing security access for all employees.
  • Managing all purchasing requirements, including purchase requests, purchase orders, and goods receipting in Ariba, working with GBS regionally and Procurement Manager as required and working to facilities cost centre
  • Coordinating and supporting adidas and Reebok claims and sample sales.
  • Reception management – one direct report – overseeing and managing reception with the ability to cover reception as required.
  • Managing and overseeing travel management for Australia and New Zealand, working with travel company locally and liaising with region.
  • Leading and coordinating Creator Club activities and 2020 game ready calendar.
  • Supporting HR and coordinating directly email office and Pacific communications.

 

Authorities:

  • Management of Receptionist.

 

Knowledge, Skills and Abilities:

 

  • Proven experience in an Executive Assistant role Ability to effectively collaborate with cross-functional team.

 

Requisite Education and Experience / Minimum Qualifications:

 

  • Equivalent College or University degree.
  • Minimum 5-8 year's Executive Assistant experience in MNC/sizeable companies & serving senior executives.
  • Proven experience in an Executive Assistant role Ability to effectively collaborate with cross-functional team.
  • Proficiency in MS Office.
  • Presentable, self-motivated, organized, tactful & able to work under pressure.

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 / Office Manager

Brand:  adidas
Location:  Melbourne
TEAM:  Administrative
State:  VIC
Country/Region:  AU
Contract Type:  Full time
Number:  468948
Date:  Jul 20, 2022