Senior Administrative Assistant (20h) Rieste (m/f)

Job description

Country: Germany                                              
Job Function: Human Resources

State / Province: Germany                                
Position Type: Full time

City / Location: Rieste                                   
Brand: adidas

Relocation: No Selection

Somewhere, in one of our workshops right now, the future is taking shape. We are constantly working to redefine the way clothing and footwear transforms the pitch, court or course. This is what drives us: the feeling of discovery and the urge to innovate. When we create a product that makes our hearts beat faster, we know we’re onto something.

If this sounds inspiring, you might be one of us: Someone who loves to create the present, as well as shape the future. There’s a reason adidas has been at the forefront of defining sport for more than 60 years: We never stand still. Everyday, we work to improve everything we create.

At adidas, interesting, amazing and inspiring aren’t just ideas. They are what we do every single day.

Purpose :

· Provide a high level of administrative support to his/her department (Works Council department) to ensure efficient management and running of the function on a day to day level.

Key Responsibilities:

· Take charge of routine correspondence 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
· Support team in creating announcements and newsletters
· Assist in creating/revising of 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 solving standard problems in reasonable timeframe
· Complete travel expense reports
· Handle the department cost-center, 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
· Assist in and coordinate projects and assignments as requested/directed

(please give examples)

· Handle assigned operational tasks of respective department under supervision (please give examples)

· Support team as well as management
· 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

Knowledge, Skills and Abilities :

· Progressed working knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
· Very good command of German and English both written and spoken
· Good communication skills
· High level of service orientation in dealing with internal and external stakeholders/customers
· Good understanding of numbers
· Good organizational skills
· Advanced SAP knowledge
· Advanced PC software skills
· Advanced knowledge on new media & applications

Requisite Education and Experience / Minimum Qualifications:

· 3 years of experience
· Experienced in job and fully qualified/trained
· Combined theoretical and practical knowledge incl. company policies and practices
· Basic knowledge in related job areas

http://www.herzo.adidas-group.com/