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

• 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

• 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

• 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

• 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