Executive Assistant Futures

Portland | United States | Design

Purpose & Overall Relevance for the Organization:

  • Provide a high level of administrative support to a few Vice President/General Managers and his/her departments to ensure efficient management and running of the function on a day to day level.

Key Responsibilities:

  • Take charge of all kind 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
  • 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
  • Create announcements and newsletters
  • Note taking in team meetings
  • Calendar Management for VPs
  • Create presentations
  • 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 immediately providing solutions to problems requiring knowledge of department policies and procedures
  • Complete travel expense reports
  • 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 
  • Work closely with global counterpart building close working relationship over email, phone, skype on a weekly basis.
  • Assist in and coordinate projects and assignments as requested/directed
  • 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
  • Support team as well as management
  • Has experience working in highly confidential working environments and is aware of the sensitives and importance of confidentiality.
  • General tasks:
  • 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, or Blackberry) 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


  • i. A.

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, knowledge of German a plus.
  • 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
  • Proactive, Self Starter

Requisite Education and Experience / Minimum Qualifications:

  • 6 years of EA experience supporting a Sr Level VP/GM and team of 15 +
  • Experienced in job and fully qualified/trained
  • Combined theoretical and practical knowledge incl. company policies and practices
  • Good knowledge in related job areas
  • College Degree
Apply here

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.

At adidas, every day is a chance to flip the script. An invitation to take everything we know and re-invent it. Do it better. Never settling for good enough. Every day we get up, invent, adapt, improvise, find new ways to collaborate, and do the unexpected. We’re creators, makers and doers. Helping athletes make a difference, not just in their games, but in their lives and in their world. It’s an obsession.

We’ve been doing this for more than 65 years. With an unmatched history and tradition of creating iconic products, consumer connections and experiences, we’ve been defining sport culture since the beginning. And we’re never done. Come be a part of shaping the future together with us.

The Facts

Jobtitle Executive Assistant Futures
Team Design
Brand adidas
Location Portland
Country United States
Number 193834
Position Type Full time
Date Apr-08, 2019
Relocation no

Sounds great for you? We would love to have you here.

Apply here

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