Executive Assistant HR

Purpose & Overall Relevance for the Organization Provide a high level of administrative support to the Senior Vice President of HR NAM and the HR department to ensure efficient management of the function on a day-to-day level. Key Responsibilities style="margin-bottom:0.0in;margin-top:0.0px"- -Communicate effectively by telephone, in person, via e-mail, and as required to positively reflect the goals of the department and the best interests of the executive. -Manage the executive calendars, helping to prioritize meetings and competing demands on executive availability. -Establish and perform practices that accurately maintain records/files and efficiently process information. -Support smooth departmental operation during executive's absence. Maintain communication with executive(s) during periods of travel, prioritize communication, provide information and facilitate or make timely decisions as knowledge permits. -Ensure effective communications are established and maintained between the executive and adidas departments and facilities. -Perform research for special assignments and prepare PowerPoint or other presentations that reflect professionally the intent of the SVP, HR, CHRO, President NA. -Plan meetings, including but not limited to, arrangements for facilities, catering, AV equipment, agendas, scheduling materials preparation and other related service. -Perform day-to-day administrative support services, meeting schedules and facilitation, travel arrangements, shipping, expense reports, and other services. -Collect, sort and prioritize daily mail and correspondence, responding when appropriate. -Order and maintain supplies and equipment. -Process monthly expenses and route invoices for signature and timely payment. Other duties as assigned. Calendar Management style="margin-bottom:0.0in;margin-top:0.0px"- -Manage leaders' agendas daily 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 conflict meetings -Organize meetings with leaders' first lines, key business partners and stakeholders across regions and markets -Schedule preparation time for major initiatives, critical meetings, and reviews -Ensure leaders are aware of any abrupt changes, upcoming deadlines, and when actions or decisions are needed from them -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) -When necessary, assign delegates from leaders' first lines to attend meetings on their behalf -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) Project Coordination style="margin-bottom:0.0in;margin-top:0.0px"- -Collaborate with leadership teams to curate agendas for team meetings based on urgent topics, book rooms, ordering catering, planning team building exercises, and making any dining reservations -Orchestrate meetings by presenting decks, keeping people on track/on time, and ensuring that attendees are prepared to share material when applicable -Organize town halls and huddles with the help of the Project Manager on the team -Drive end-to-end delivery of ad-hoc projects and ensure follow-through -Assist HR with People Workshops such as Leadership Integration and Calibrations General Tasks style="margin-bottom:0.0in;margin-top:0.0px"- -Order office supplies -Administration of investment request workflow -Coordination and administration of video conferences -Supporting office setups and moves within HQ -Maintain vacation overview for team -Proof reading of documents/presentations -Understand and provide information about standards and processes (e.g. T&E guideline) -Attend meetings and take notes/capture meeting minutes -Manage expenses and approvals, including travel expense reports -Act as main point of contact for leaders supporting with ad-hoc requests coming from leaders and first line teams -Manage documentation and information archiving (ex. Teams, SharePoint, etc.) -Manage distribution lists and communication groups Key Relationships style="margin-bottom:0.0in;margin-top:0.0px"- -Executives of adidas NAM and their Leadership teams -Global and Local HR Leaders -NAM HR team -HR Rewards -HR4HR -Finance -Legal Counsel -Corporate Services/Facilities, Communications, Employee Groups etc. Knowledge, Skills and Abilities style="margin-bottom:0.0in;margin-top:0.0px"- -Ability to work independently on projects and administration, applying appropriate administrative expertise and decision-making -Ability to prioritize and execute multiple assignments in a fast-paced environment while working under tight deadlines -Excellent computer skills, including but not limited to, MS Word, MS Excel, MS Outlook and MS Power Point. -Ability to make recommendations that effectively resolve problems by using judgment that is consistent with standards, practices, policies, procedures, regulation and state and federal law. -Ability to handle sensitive information with professionalism and confidentiality -Excellent verbal and written communication skills -Strong organizational and time management skills. Requisite Education and Experience / Minimum Qualifications style="margin-bottom:0.0in;margin-top:0.0px"- -Four-year College or University degree and -Minimum three (3) plus years related senior level administrative experience -Combination of education and experience may be substituted for degree -At adidas we offer a Hybrid work policy which requires attendance in the office Monday through Thursday, with the flexibility to work remotely on Friday each week. For work requiring a high degree of collaboration or an in-person presentation, in-office attendance is required even on Friday.