Purpose & Overall Relevance for the Organisation:
Provide a high level of administrative support to the VP Finance & IT Strategy and Programs and his/her department 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 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
* 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
* Administrative responsibility for trainees in order to ensure achievement of given adidas internal training targets as well as for temporary employees within respective department
* Support team as well as 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) and invoice re-booking
o Maintenance of master data for temporary employees and externals via the self-service tool
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 Understand and provide 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 PC software skills and SAP knowledge
* Excellent knowledge on new media & applications
Requisite Education and Experience / Minimum Qualifications:
* 6 years of working experience
* Experienced in job and fully qualified/trained
* Combined theoretical and practical knowledge incl. company policies and practices
* Good knowledge in related job areas