Purpose & Overall Relevance for the Organisation
Provide a high level of administrative support to the VP and his/her department to ensure efficient management and execution of the division function on a daily basis.
Key Responsibilities
- Independently handle all types of correspondence to ensure timely and accurate responses.
- Format, input, and edit a variety of materials including correspondence, memos, minutes, reports, and confidential material.
- Maintain and update department files, records, (organizational) charts, subscriptions and publications.
- Answering and screening phone calls, monitoring incoming email, and managing departmental email accounts.
- Creating announcements and newsletters
- Creating presentations
- Scheduling internal and external meetings/conferences
- Coordinate and execute all travel arrangements for team members, including securing airline and hotel reservations, car reservations, and airport pickups, and provide immediate resolution to issues requiring knowledge of department policies and procedures
- Complete travel expense reporting.
- Handle cost center management on a global level, including regular budget control and invoice approval to ensure proper accounting transactions.
- Key point of contact for information management (e.g., intranet) to ensure content on the intranet is up to date
- Proactively/independently execute special projects and assignments.
- Support and coordinate projects and assignments as requested and assigned
- Assume administrative and coordination duties of department members as needed
- Complete assigned operational tasks for respective department under supervision
- Review and correct problems in existing systems and processes that are not obvious.
- Administrative responsibility for trainees (e.g. BMP) to ensure achievement of specified adidas internal training goals and for temporary employees within the respective department.
- Provide support to the team and management.
- General tasks:
o Order office supplies
o 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
o Coordination and administration of investment requests and inventory numbers, checking invoices in collaboration with SSC
o Administration of investment request workflow
o Investment application (e.g. IT and communication support when applying for a new laptop, mobile phone, or Blackberry) and invoice re-booking
o Maintenance of master data for temporary employees ( o Coordination and administration of video conferences.
o Maintain data systems as directed
o Supporting office setups and moves within HQ
o Maintain vacation overview for team
o Proof reading of documents/presentations
o Understands and provides information about standards and processes
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