Executive Assistant - President, North America

PURPOSE & OVERALL RELEVANCE FOR THE ORGANIZATION
Performs administrative duties for the President, NAM, primarily focused on executive leadership support. Also supports the day to day administrative operations on behalf of the department as well as supporting personal administrative duties of the President.
Key Responsibilities

• Manage the executive calendar, helping to prioritize meetings and competing demands on executive availability
• Check and correct problems in existing systems and processes that are not immediately evident
• Format, type and edit a variety of material, including correspondence, memos, minutes, reports and confidential material
• Maintain and update department files, records, (organizational) charts, subscriptions and publications
• Create / assist with presentations (e.g. in powerpoint) to key stakeholders and partners
• 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
• 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
• Organize various types of correspondence independently, to ensure timely and accurate response
• Create and post announcements via internal sites/comms channels
• Take over administrative and coordinative tasks of department members as requested
• Provide leaders with any materials needed throughout the day (ex. print documents, provide links, reroute emails, meals when applicable)
• Support smooth departmental operation during executive(s)'s absence. Maintain communication with executive(s) during periods of travel, prioritize communication, provide information and facilitate or make timely decisions as knowledge permits.
• Key contact point for information management (e.g. ensure content of the intranet is up to date)

CALENDAR MANAGEMENT

• Organize meetings with leaders’ first lines, key business partners and stakeholders across regions and markets
• When necessary, assign delegates from leaders’ first lines to attend meetings on their behalf
• 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)
• Ensure leaders are aware of any abrupt changes, upcoming deadlines, and when actions or decisions are needed from them
• 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. Key HR Milestones, Employee Engagement Activities, ect)
• 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
• Schedule preparation time for major initiatives, critical meetings, and reviews

PROJECT COORDINATION

• Organize townhalls and huddles with the help of the Project Manager on the team
• Orchestrate meetings by presenting decks, keeping people on track/on time, and ensuring that attendees are prepared to share material when applicable
• Drive end-to-end delivery of ad-hoc projects and ensure follow-through
• Assist HR with People Workshops such as Leadership Integration and Calibrations
• 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

GENERAL TASKS

• Maintain vacation overview for team
• Coordination and administration of video conferences
• Proof reading of documents/presentations
• Administration of investment request workflow
• Manage documentation and information archiving (ex. Teams, SharePoint, etc.)
• Act as main point of contact for leaders supporting with ad-hoc requests coming from leaders and first line teams
• Manage expenses and approvals, including travel expense reports
• Supporting office setups and moves within HQ
• Manage distribution lists and communication groups
• Understand and provide information about standards and processes (e.g. T&E guideline)
• Order office supplies
• Attend meetings and take notes/capture meeting minutes

KEY RELATIONSHIPS

• Department Leadership Team
• NAM SLT

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
• Excellent PC software skills
• Good understanding of numbers
• Project management experience preferred
• Strong communication skills
• High level of service orientation in dealing with internal and external stakeholders/customers
• Excellent SAP/Concur knowledge preferred
• Good organizational skills
• Excellent knowledge on new media & applications

Requisite Education And Experience / Minimum Qualifications

• We officially returned to office in a hybrid work environment, working 4 days in office and 1 days remote. The working location of this position is Portland, Oregon.
• 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.
• Combined theoretical and practical knowledge incl. company policies and practices
• Employment at adidas is contingent upon providing COVID-19 vaccination status, although adidas will permit you to begin employment prior to submitting this information. adidas is an equal opportunity employer and will consider requests for accommodation in accordance with all relevant laws.
• 6+ years of experience supporting senior leaders
• Experienced in job and fully qualified/trained
• Employees are eligible to earn an annual bonus based on both company and personal performance and RSU offering. Employees accrue prorated flexible time off in the amount .4388 hours per day that increases with years of service, eleven paid holidays throughout the calendar year and Service Time Off during milestone years.
• Good knowledge in related job areas
• Though our teammates hail from all corners of the world, our working language is English.