Mental ability to conduct complex interpersonal interactions with others, utilize excellent grammar and spelling skills in composing correspondence, operate independently, handle confidential information with discretion, and work effectively under pressure, Physical capability to use telephone, computer hardware/software including keyboard, type accurately at 60 wpm, and work in excess of 8 hours per day and/or 40 hours per week, Associate degree in secretarial and/or business administration with courses in office administration and management or experience equivalent to a degree, Previous work experience providing senior level administrative support in progressively responsible positions, Attention to detail, consistent production of "senior ready" work products, Ability to work 8:30am-5:30pm and be flexible for overtime and/or travel as needed, Strong skills in assessing and/or analyzing situations and executing appropriately, Provides administrative support to one or more executives. Develops relationships with executive offices & externally as necessary to support intra group coordination. Organized successful luncheon for over 35 people for largest customer to celebrate contract renewal. Handling logistics for technology, meals/catering, etc, Ongoing administrative assistance in Global Marketing Services, supporting multiple senior executive (EVP and SVP level) as well as their management teams, Responsible for supporting a variety of department projects and initiatives including compiling status reports, quarterly dashboards, PowerPoint presentations and miscellaneous projects, Schedule domestic and international travel, handle itineraries and logistics. Takes initiative to provide training and coaching when appropriate, Progressive administrative experience (7-9 years), Project management years - Fast-paced environment (7-9 years), Ability to interact and communicate effectively at mulitple levels of the organization, Conduct research, compile and prepare marketing material and information utilizing various financial data bases. On on-going basis, clean up and edit contact database, Screens telephone calls; message taking; coordinate conference calls, Assists with initiating and tracking invoices and managing client billing. Administers recognition program materials & processes in support of recognizing staff contribution. May read and respond to emails and requests on behalf of the leader(s); ensure leader is informed of pending requests or requests where follow up is required, Extend independent judgment over prioritization of work, and on behalf of the leader(s), Associate (2-year) degree or equivalent work experience, Proficiency with computer programs (MS Word, Excel, Outlook, PowerPoint), Provides administrative support to one or more executives. Having the utmost integrity, Ability to represent senior executives in a highly professional fashion internally and externally, Ability to use judgment to escalate to the proper level when necessary and knowledge of how to prioritize responsibilities and solving of complex operating issues, Strong organizational skills with the ability to work under pressure on concurrent projects. The mill phone directory was published quarterly. Detailed knowledge of business terminologies and standard practices. May prepare regular or monthly analyses for budget variance reports, sales reports, exception reports, tracking reports, et cetera, May type correspondence, reports, memoranda, special projects, technical papers, and related materials for unit staff, Receives and screens telephone calls, routes callers, takes messages, and answers questions relating to the unit's function, Composes letters and memoranda from verbal direction or knowledge of Company's policies, procedures, and functions. - Select from thousands of pre-written bullet points. Other professional-related training and development to keep skills current, including office productivity software, Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines, judgment of sensitivity and confidentiality, Good understanding of EZ Pay, BMO Buying Online and myHR applications, Ability to deal with internal and external business partners in a professional and courteous manner, and to develop and leverage professional working relationships, Maintains MS Outlook calendar for the US Commercial Effectiveness leader and select US Commercial Effectiveness group members, Coordinates travel accommodations for the US Commercial Effectiveness leader and select US Commercial Effectiveness group members, Completes expense reports for the US Commercial Effectiveness leader and select US Commercial Effectiveness group members, Screens in-coming calls and takes appropriate action, Creates and distributes general correspondence, letters, memos, charts, graphs, contracts, agreements, minutes, etc, Presents the US Commercial Effectiveness leader and select US Commercial Effectiveness group members with items for signature and ensures completion in a timely manner, Handles confidential information and non-routine information, Acts as liaison with other CoE and Shire departments and outside agencies, including high-level staff, Creates and develops complex visual presentations through Microsoft PowerPoint, Schedules and organizes meetings (on and offsite) and CoE department activities for all members of the department including booking rooms and equipment and arranging catering, Processes invoices and purchase orders for CoE department, Establishes and maintains a filing system for the CoE department, May be responsible for supervising administrative temporary staff, 35%: Maintains MS Outlook calendar, coordinates travel accommodations, completes expense reports, and screens in-coming calls/takes appropriate action for department head, US Commercial Effectiveness Leader, and select CoE/US Commercial Effectiveness department members, and others as necessary, 20%: Processes invoices and purchase orders for CoE department and establishes and maintains a CoE filing system, 20%: Schedules and organizes meetings (on and offsite) and CoE department activities for all members of the department including booking rooms and equipment and arranging catering, 25%: Creates and distributes general correspondence, letters, memos, charts, graphs, contracts, agreements, minutes, etc. Resolves moderately-complex issues and escalates high-complexity issues for resolution, Monitoring- Reviews tracking in reports. Works effectively as a team member but also independently, 3-5 years preferred. They maintain calendars, make travel arrangements, schedule events and meetings, handle confidential details, manage phone calls, emails, faxes, etc. He/She will take ownership of assigned administrative processes and be proactive and precise in helping to execute a high profile governance team meeting. A minimum of 2-4 years of administrative experience preferred, Ability to solve problems and troubleshoot with general oversight from managers, Ability to work independently and as a team player, Strong partnering and collaboration skills required, Willingness and ability to take direction from multiple sources required, Proficiency with Lotus Notes and Salesforce is a plus, Receive and screen telephone calls , monitor mail entry and administer the department owned e-mail accounts, High level of service orientation in dealing with internal and external stakeholders/customers, University degree or the equivalent experience, Proven track in dealing with senior management/board, Office management and organizational know-how, Strong written and verbal communication skills in English, Experience of project management, budget management and scheduling, International work experience an advantage, Passion for adidas brand and it’s mission, Schedule internal and external meetings/conferences, Coordinate and execute all travel arrangements for team members including flight and hotel booking visa securing, car reservations and airport pick-up arrangements and solving standard problems in reasonable timeframe, 4+ years of related Secretarial / Administrative experience, Working knowledge of Lotus Notes, Ariba, and/or Concur, Previous experience in the Pharmaceutical industry, College or Secretarial school certification, Manage VP’s calendar for internal and external appointments – prioritize and organize meetings, Make travel arrangements for Head of Corporate Investigations and CSO U.S. and on occasion for other staff members, Provide office management and administrative support to the U.S. Corporate Security staff, Monitor applicable Cost Centres – review HGL Reports for accuracy re: payroll, overtime/contract pay, invoices, and all other cross-charges, Communicate with internal business partners to support the completion of an investigation or other Corporate Security-related activities, Maintains investigative files, and works with Iron Mountain to send and receive files, Support analyst in pulling information on non-complex cases or inputting information into the case management system, Audit all Expense Reports for accuracy once received from area managers, Update FTE information through SPECTRE; ensure that information received from managers is uploaded promptly, Responsible for all Corporate Security Staff requests pertaining to access cards at 111 West Monroe and maintaining a quarterly up-to-date list, Responsible for submission of all telephone updates; moves, additions/deletion, Responsible for submission of all new equipment – blackberry/cell, printers, computers/laptops, etc, Responsible for all stationery orders within Corporate Security, Accountable to ensure On-Boarding & Off-Boarding of US Corporate Security staff, i.e. Maintained all employees' personal files (380) and license renewals for division managers. Interacts with vendors depending on unique requirements of the business unit, 5+ years experience in an administrative/ professional support function in a fast paced environment, dealing with moderately complex issues and managing conflicting priorities, Post-Secondary education in a related field and/or other professional related training, Solid general business knowledge and specific deep understanding of the organizational unit, its functions, products, processes, policies & procedures and customer groups, Ability to coordinate and lead a variety of initiatives, Ability to use knowledge of the organization and the supported business unit’s uniqueness, to carry out accountabilities, 40% Assist Global Compliance personnel in the management of schedules, scheduling meetings (on and off-site), expense reports, travel logistic support (Domestic & Intl), 20% Assist in the preparation of meeting materials, including slide decks & use various software applications, such as spreadsheets, relational databases, statistical packages, and graphics to assemble reports and presentations in preparation of meetings, 15% Maintain Global Compliance documentation including training records, 25% Process Accounts Payable invoices and all aspects of expense reporting. Senior Administrative Assistants work alongside the upper management and complete tasks that executives do not have time to handle. on candidate interviews, selection, references, and temporary consultants. Senior Executive Assistants provide administrative and clerical support to an organization's management team and perform tasks that executives do not have time to handle. Process manual billing of Optional Enhancements and Payment to our suppliers. Process all aspects of expense reporting, A professional certification or equivalent experience in working with senior-level executives, customers, vendors, visitors or other dignitaries, High School diploma or GED required, Bachelor's degree preferred, Methodical thinking and a high sense of urgency, Exposure to Finance processes will be an added advantage, Some related experience managing a senior manager’s office, Advanced computer skills-MS Office, SAP, Internet, Prepare expense reports and/or process invoices. 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