Adidas EXECUTIVE ASSISTANT 

Singapore, Singapore 

38914743

Purpose & Overall Relevance for the Organisation:

Key Responsibilities:

· Provide a full range of personal and executive secretarial support to the Directors including general administration work (as well as MD if required).

· Full management of Directors electronic diaries, organising meetings, assessing priority of appointments and reallocation as necessary.

· Manage Directors travel arrangements and expenses (including visas/accommodation) occasionally extending to teams if necessary.

· Process Directors correspondence, ensuring that incoming correspondence is dealt with by the Director or on behalf of the Director, or other staff as appropriate.

· Maintain Directors office systems, including data management, filing, docusign uploads and alive approvals.

· Maintain records of Directors contacts.

· Manage functional team budget T&E and maintain functional org charts.

· Raise functional POs as and when necessary.

· Complete travel and expense reports for the Directors.

· Screen calls, enquiries and requests, and deal with them when appropriate.

· Assist Director in researching and following up with action on matters which fall within the Directors responsibility – chasing responses, triggering follow-up action etc.

· Produce documents, briefing papers, advanced excel reports and advanced powerpoint presentations for the Directors.

· Organise meetings/conferences and ensure that Directors are well prepared. Preparing agendas, pre-meeting briefings, meeting papers and taking minutes.

· Provide extensive event management support from start to finish ie: venue research, event & concept planning, budget management, handling logistics, branding & comms, programme delivery and event debriefing sessions.

· Work as part of a PA pool supporting the GM’s PA with business-critical projects as and when necessary.

· Occasional reception relief over unplanned periods. Answering incoming calls, responding to enquiries, transferring calls and taking messages. Meeting and greeting clients.

· Any other duties as may reasonably be required by the Directors/PA to MD.

Key Relationships:

· Global: Senior Leadership Team counterparts and their personal assistants (where applicable).

· Regional: Senior Leadership Team counterparts EMEA and their personal assistants (where applicable).

· Regional: Senior Leadership Team counterparts EM, other Lead Markets within EM and their personal assistants.

· Local: Senior Leadership Team & Staff.

Knowledge, Skills and Abilities:

· Able to multi-task, prioritize work and meet tight deadlines. Excellent organisational and calendar management skills.

· Possessing excellent communication skills; proficient in both written & spoken English.

· Attention to detail is critical, well-organized, courteous, conscientious, resourceful and proactive with sense of urgency in completing the tasks assigned.

· Self-motivated with a high level of integrity.

· Excellent interpersonal, communication, presentation, negotiation and reporting skills.

· Good flexible working attitude, mature personality, team player and able to work under minimum supervision.

· A good deal of common sense, etiquette and an ability to think on one’s feet.

· Advanced computer literacy (MS Office, Excel, PowerPoint).

· Proven budget management skills an advantage.

· Professional telephone manner.

· Proven ability to work under pressure.

· Discretion & confidentiality paramount.

Requisite Education and Experience / Minimum Qualifications:

· Grade 12 essential; a Tertiary Qualification in Business Administration and/or a PA Diploma preferred.

· A minimum of 5 years proven work experience in an Executive PA position supporting several Directors.

· Proven track record of managing high profile company events.

· Sound experience in executing & managing all logistics around Global/Local visitors/groups.