Senior Administrative Assistant Europe (temp until Dec 2024) (f/m/d)
2024-03-18
Description
Purpose & Overall Relevance for the Organisation:Ensure the administrative support of the supervisor and the department.
Key Responsibilities:
- Carrying out routine correspondence to ensure a timely and accurate response
- Format, enter and edit various materials such as correspondence, memos, minutes, reports and confidential documents
- Maintain and update files, records, organigrams and other graphics, subscriptions and publications
- Answer and scan phone calls, check incoming mail and manage the department's email account
- Support the team in creating announcements and newsletters
- Assistance in the creation/revision of presentations
- Planning internal and external meetings/conferences, including room bookings
- Organize, coordinate and handle all travel for the team's staff, including flight and hotel bookings, visa applications, vehicle reservations and airport pickup arrangements, and resolve the usual problems in this regard on schedule.
- Preparation of travel expense reports
- Maintain the department's cost centers, including regular monitoring of budgets, release of invoices to ensure correct accounting processes
- Most important contact person for information management (e.g. on the intranet), ensuring that the content of the intranet is up-to-date
- Participating in and coordination of projects and tasks relevant to business development
- Support and transmission of internal and external communication (partly confidential) during the entire project life cycle
- Execution of operational tasks under the supervision of the respective assigning department
- Support of the team and management
- General tasks:
- Order office supplies
- Administration of the purchasing platform with creation of shopping carts and orders. If required, request for quotations from internal and external suppliers. Creation and management of material and supplier data. Monitoring of purchase orders, goods-receipt entry and preparation for invoice verification.
- Coordination and administration of investment applications and asset numbers as well as invoice verification in coordination with the SSC.
- Administration of the Investment Request Workflow
- Requesting investments (e.g. IT and communication support when applying for new laptops, mobile phones or Blackberrys) and rebooking invoices
- Master data creation of temp. employees (< 1 year) and external employees in Self Service Tool
- Coordination & administration of video conferences
- Maintain the data system as instructed
- Support in setting up new offices and relocations within the HQ
- Maintenance of holiday planning for the team
- Proofreading of documents/presentations
- Understand, recognise and provide information on standards and procedures
Authorizations:
in agreement with line manager
Key Relationships:
- Europe Leadership Team
- Personal Assistants
- all Business Teams
- Advanced knowledge of Microsoft Office (especially Excel, PowerPoint, Word, Outlook)
- Very good knowledge of written and spoken German and English
- Good communication skills
- Fast Lerner
- A high degree of service orientation in dealing with internal and external interest groups and customers
- Good project management knowledge and organisational skills
- A good understanding of numbers
- Good organizational skills
- Advanced SAP knowledge
- Advanced PC software knowledge
- Advanced knowledge of new media & applications
Requisite Education and Experience / Minimum Qualifications:
- 3 years of professional experience
- Experienced and fully qualified/trained
- Both theoretical and practical knowledge, including corporate policy and business practices
- Basic knowledge in related fields of work
AT ADIDAS WE HAVE A WINNING CULTURE. BUT TO WIN, PHYSICAL POWER IS NOT ENOUGH. JUST LIKE ATHLETES OUR EMPLOYEES NEED MENTAL STRENGTH IN THEIR GAME. WE FOSTER THE ATHLETE’S MINDSET THROUGH A SET OF BEHAVIORS THAT WE WANT TO ENABLE AND DEVELOP IN OUR PEOPLE AND THAT ARE AT THE CORE OF OUR UNIQUE COMPANY CULTURE: THIS IS HOW WE WIN WHILE PLAYING FAIR.
COURAGE: Speak up when you see an opportunity; step up when you see a need..
OWNERSHIP: Pick up the ball. Be proactive, take responsibility and follow-through.
INNOVATION: Elevate to win. Be curious, test and learn new and better ways of doing things.
TEAMPLAY: Win together. Work collaboratively and cultivate a shared mindset.
INTEGRITY: Play by the rules. Hold yourself and others accountable to our company’s standards.
RESPECT: Value all players. Display empathy, be inclusive and show dignity to all.