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Team Assistant

7 months ago

Cape Town, 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.
- **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.

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