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Executive Assistant

Purpose & Overall Relevance for the Organization:

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

 

Key Responsibilities:

 

  • Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material. Support creation of presentations, announcements and newsletters.
  • 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
  • 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 travel expense reports. Immediately providing solutions to problems requiring knowledge of department policies and procedures
  • 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
  • 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 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, Skills and Abilities:

 

  • Strong organizational skills, preferably within a complex organization
  • Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook
  • Proven stakeholder management experience
  • Good understanding of numbers
  • Knowledge on new media & applications
  • Combined theoretical and practical knowledge incl. company policies and practices
  • Very good command of English both written and spoken / Dutch is a bonus

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

Brand:  adidas
Location:  Amsterdam
TEAM:  Administrative
State:  NH
Country/Region:  NL
Contract Type:  Full time
Number:  334093
Date:  May 28, 2021