Executive Assistant

Purpose & Overall Relevance for the Organization

Provide high level administrative support to the GM Originals, Basketball and Partnerships BU. Ensure efficient management and running of the function on a day-to-day level.

Key Responsibilities

• Calendar management
• 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 leader with any materials needed throughout the day (ex. print documents, provide links, reroute emails, meals when applicable)
• Maintain and update department files, records, (subscriptions and publications and any other key documents)
• May support with monitoring 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 GM, 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. Review and submit all T&E submissions via Concur or as needed.
• 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
• 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, support 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 Sessions)
  
  

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 with and support with setting up 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
• 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
• Originals, Basketball and Partnerships BU
• Brands leads in HQ
• Cross Functional Leadership Team
  
  

Knowledge, Skills And Abilities

• Ability to work independently on projects and administration, applying appropriate administrative expertise and decision-making
• Ability to prioritize and execute multiple assignments in a fast-paced environment while working under tight deadlines
• Excellent computer skills, including but not limited to, MS Word, MS Excel, MS Outlook and MS Power Point.
• Ability to make recommendations that effectively resolve problems by using judgment that is consistent with standards, practices, policies, procedures, regulation and state and federal law.
• Ability to handle sensitive information with professionalism and confidentiality
• Excellent verbal and written communication skills
• Strong organizational and time management skills
• Experience using SAP/Concur preferred
  
  

Requisite Education And Experience / Minimum Qualifications

• At least 5 years of experience providing senior level administrative support
• Four-year College or University degree
• Combination of education and experience may be substituted for degree
• Diversity, Equity, and Inclusion at adidas means championing individual uniqueness and cultivating a culture of belonging in which everyone can create at their best. We embrace diverse backgrounds, experiences, and perspectives and seek to create a workforce that reflects our consumers and communities.
• adidas offers robust and progressive medical, including HSA (Health Savings Account) with employer funding or FSA (Flexible Spending Account) options, dental, vision, prescription drug coverage, adoption, with surrogate and fertility support, short and long-term disability, and basic life and AD&D insurance, which can be supplemented with employee-paid coverage. Employees are able to enroll in adidas’ 401k plan and Stock Purchase Plan with employer match. Full-time employees are eligible for education assistance and generous Leave policies including 12 weeks of paid parental leave.
• Employees are eligible to earn an annual bonus based on both company and personal performance. Employees accrue prorated flexible time off in the amount .4388. hours per day that increases with years of service, 20 days. paid holidays throughout the calendar year and Service Time Off during milestone years.
• The anticipated low and high end of the base pay range for this position is $85,470.00 - $97,700. Actual salary will be based on various factors, such as a candidate’s experience, qualifications, skills and competencies, proficiency for the role.
• We officially returned to office in a hybrid work environment, working 3 days in office and 2 days remote. The working location of this position is Los Angeles California.
• Though our teammates hail from all corners of the world, our working language is English.
  
  

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.