Executive Assistant - US Sports & Creation Center Portland

Provide a high level of administrative support to the General Manager of US Sports and the Creation Center Portland Senior Director, and their departments holistically to ensure efficient management, operational excellence, and running of the function on a day to day basis.

• Proactively take charge of various forms of correspondence independently, to ensure timely and accurate response
• Format, type and edit a variety of materials, including correspondence, memos, minutes, reports, one-pagers, summaries, and confidential material
• Maintain and update department files, distribution lists, records, (organizational) charts, subscriptions and publications
• Seek to understand business dynamics and priorities in order to determine where/how to best support the team
• Build relationships across the organization to assess pain points and opportunities for the team
• Monitor mail entry and administer the department owned e‑mail accounts
• Create announcements and newsletters on behalf of the department
• Create presentations
• Schedule internal and external meetings/conferences including logistics (AV, Room Booking, Agenda communication/coordination, catering oversight/management)
• 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
• Manage the department cost‑center on a global level, including regular monitoring for budgets (tracking and reporting), approval of invoices/POs 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 in conjunction with business and/or head office teams
• 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 (e.g. BMP) 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:
• Assess office supply needs of the operating unit and order/replenish accordingly
• 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) and invoice re-booking
• Maintenance of master data for temporary employees (< 1 y.) and externals via the self-service tool.
• Maintain data systems as directed
• Supporting office/facilities setups and moves within the village
• Maintain vacation & T&E overview for team
• Proof reading of documents/presentations
• Understands and provides information about standards and processes

• Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
• English both written and spoken
• Very good communication skills
• High level of service orientation in dealing with internal and…