Team Assistant

2 weeks ago

Cape Town, Western Cape, South Africa Adidas Full time

Purpose & Overall Relevance for the Organisation:

  • To provide proactive administrative, organisational, and logístical service to several Senior Leadership Team Directors & their teams. Act as the point of contact between Directors and internal/external clients.
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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 followup 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, premeeting 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 businesscritical 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 multitask, 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, wellorganized, courteous, conscientious, resourceful and proactive with sense of urgency in completing the tasks assigned.
  • Selfmotivated 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.
AT ADIDAS WE HAVE A WINNING CULTURE. BUT TO WIN, PHYSICAL POWER IS NOT ENOUGH. JUST LIKE ATHLETES OUR EMPLOYEES NEED MENTAL STRENGTH IN THEIR GAME.

WE FOSTER THE ATHLETE'S MINDSET THROUGH A SET OF BEHAVIORS THAT WE WANT TO ENABLE AND DEVELOP IN OUR PEOPLE AND THAT ARE AT THE CORE OF OUR UNIQUE COMPANY CULTURE:
THIS IS HOW WE WIN WHILE PLAYING FAIR.

COURAGE:
Speak up when you see an opportunity; step up when you see a need.

OWNERSHIP:
Pick up the ball. Be proactive, take responsibility and follow-through.

INNOVATION:
Elevate to win. Be curious, test and learn new and better ways of doing things.

TEAMPLAY:
Win together. Work collaboratively and cultivate a shared mindset.

INTEGRITY:
Play by the rules. Hold yourself and others accountable to our company's standards.

RESPECT:
Value all players. Display empathy, be inclusive and show dignity to all.

**ADIDAS CELEBRATES DIVERSITY, SUPPORTS INC

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