Executive Assistant - VP of Creative

Portland, OR
Job Terms:
Start date:
Posted By:
Tamira Imondi

Job Description:

We are hiring an Executive Assistant - VP of Creative for our global sports apparel and footwear client in Portland, OR to provide a high level of administrative support to the Senior Vice President/General Manager and the department to ensure efficient management and running of the function on a day to day level. This will be a 6 month position on-site in Portland, OR for a maternity leave coverage. Interviewing this week and starting as soon as 11/11/2019. Must have 6+ years to be considered with a background in Executive Assisting. And be able to start on Nov. 11th 2019. 

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 announcements and newsletters
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 (please give examples)
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:
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

Excellent knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, Outlook)
Very good command of English both written and spoken
Very good communication skills
General knowledge of Smartsheet & Sharepoint
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 SAP knowledge
Excellent PC software skills-Apple/Mac preferred
Excellent knowledge on new media & applications

Minimum Qualifications

6 years of experience
Experienced in job and fully qualified/trained