Executive Assistant

Purpose:  

 

Provide a high level of administrative and office management support to the General Manager of adidas Golf and his senior leadership team to ensure efficient management and running of the function and office on a day-to-day level.  

 

Key Responsibilities:

 

• Communicate effectively by telephone, in person, via e-mail, and as required to positively reflect the goals of adidas Golf and the best interests of the executives.
• Manage the executive calendars, helping to prioritize meetings, appearances, and competing demands on executive availability.
• Build & leverage cross-functional relationships to drive execution of internal projects, events & meetings, including (leadership meetings, town halls, team off-sites, DEI activations, new hire onboarding, PGA Show and Sales Meetings)
• Establish and perform practices that accurately maintain records/files and efficiently process information.
• Support smooth departmental operation during executive(s)’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(s) and adidas departments and facilities.
• Perform research for special assignments and prepare PowerPoint or other presentations that reflect professionally the intent of the VP/GM for adidas Golf.
• Plan meetings, including but not limited to, arrangements for facilities, catering, AV equipment, IT support, 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.
• Coordinate and execute all travel arrangements for team members including flight and hotel booking, securing travel visas, car reservations and airport pick-up arrangements and immediately providing solutions to problems requiring knowledge of department policies and procedures
• Collect, sort and prioritize daily mail and correspondence for Executive(s); responding when appropriate.
• Order and maintain supplies and equipment.
• Code and route invoices for signature and timely payment.
• Supporting office setups and moves within the Carlsbad Golf HQ.
• Maintain vacation overview for Senior Leadership Team
• Ordering 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.
• Key point of contact for information management (e.g. intranet), ensure content of the Golf Carlsbad intranet page and new hire onboarding guide is up to date.
• Partner with the Facilities team to ensure that building operations and equipment are being monitored and addressed and working relationships are maintained with vendors, landlords and building maintenance.
• Other duties as assigned.

 

Key Relationships:

 

• VP/GM for adidas Golf
• Executives, Director and VIP’s

 

Knowledge Skills and Abilities:

 

• Ability to work independently on projects and administration, applying appropriate administrative expertise and decision-making.
• High level of service orientation in dealing with internal and external stakeholders/customers
• 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: 

 

• Four-year College or University degree preferred
• Minimum three (3) plus years related senior level administrative experience
• Combination of education and experience may be substituted for degree