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Your Role in a Nutshell

The Board Secretary & Team Assistant at the adidas Foundation plays a central role that ensures the seamless functioning of the Foundation's leadership and board activities. This position is integral to supporting the Managing Director, the broader team, and the adidas Stiftung’s Board of Directors by managing administrative processes and coordinating, organizing and executing meeting and event logistics, ensuring smooth organizational operations and contributing to the Foundation's overall efficiency and success.

Key Stats
Direct Reporting Line: Managing Director
Dotted Reporting Line: Chair of the adidas Stiftung's Board, adidas Foundation's Head of Operations
Country of Employment: Germany
Duration of Employment: 2 years (fixed-term)
Office Location: Nuremberg (up to 80% mobile work within Germany per month)
Working Hours: 20 hours per week (part-time)

Your Day-To-Day

Adidas Stiftung’s Board

1. Administer and coordinate the Board calendar, ensuring meetings and events are efficiently scheduled and managed
2. Manage event logistics, including travel management and bookings, venue bookings, catering, overall coordination during events
3. Act as secretary for board meetings, including scheduling, preparing agendas, organizing event logistics, taking minutes, and tracking follow-up actions
4. Administer payments, invoices, and reimbursements while maintaining oversight of the Stiftung’s budget, ensuring accurate tracking, transparency in budget allocation, and proper expenditure management
5. Coordinate and process general requests from and logistics related to the adidas Stiftung and its Board of Directors
6. Maintain accurate and well-organized records of documents, filings, expenses, and other key administrative data to ensure compliance and organizational efficiency
7. Ensure seamless communication and information flow between the Board of Directors and the leadership team of the adidas Foundation

Adidas Foundation Team Support & Office Operations

1. Assist the Managing Director with organizational tasks, meeting preparation and logistics
2. Support the organization of leadership meetings, including scheduling, preparing agendas, managing logistics, taking minutes, and tracking follow-up actions, as required
3. Administer and coordinate the team calendar, ensuring meetings and events are efficiently scheduled and managed
4. Organize team days and events and act as the first point of contact for general logistical and administrative questions for the team, preparing agendas, taking minutes, and tracking follow-up actions
5. Oversee general office operations, ensuring a productive and efficient work environment
6. Manage onboarding and offboarding processes for team members
7. Facilitate safe and cost-effective travel management processes, including bookings, itineraries, briefings, and preparation for leadership and team members
8. Administer payments, invoices and reimbursements
9. Support event logistics, including venue bookings, catering, and overall coordination
10. Maintain accurate records and ensure compliance with financial and administrative policies
11. Provide ad-hoc assistance, including creating presentations, administering processes, and handling other operational tasks as needed

The People You'll Work With

1. adidas Foundation’s Managing Director
2. Adidas Stiftung’s Board Chair
3. adidas Stiftung’s Board of Directors
4. adidas Foundation’s Head of Operations
5. adidas Foundation’s department heads and broader team
6. External vendors and consultants

What Makes You Awesome

1. A results-driven and self-motivated team player with compassion, integrity, trust, and perseverance, eager to work in a hands-on startup environment
2. Experience in managing schedules, organizing meetings and events, and ensuring smooth logistics for leadership and executives
3. Knowledge of essential office operations, onboarding/offboarding processes, and effective team coordination in a remote setup to maintain an efficient work environment
4. Ability to handle invoices, payments, reimbursements, and advise team members with administrative policies
5. Proven ability to manage travel processes, arrangements and preparation in a cost-effective and efficient manner
6. Exhibits sound judgment, tact, humility, and discretion, with extensive interpersonal skills to build trust-based relationships across diverse stakeholders and cultures
7. Strong organizational skills with the ability to prioritize work, pay attention to detail, and meet deadlines
8. Strong German and English communication skills (written and verbal), with the ability to take accurate meeting minutes and to liaise and communicate effectively with stakeholders of all levels

Your Fundamentals

1. Commercial apprenticeship (e.g., in office management or administration), bachelor’s degree or equivalent vocational training
2. Minimum 2-4 years of work experience in an administrative, executive assistant, or office management role
3. Proficiency in Microsoft Office Suite (particularly PowerPoint, Outlook, Excel) and collaboration tools (e.g., Slack, Microsoft Teams, SharePoint)

To Apply:
Interested candidates should submit a resume, and cover letter exclusively through our job platform. To ensure a fair and equal process for everyone, please understand that we cannot engage in individual conversations. Applications will be accepted until April 21st 2025.

Your Future Working Environment

1. Experience and thrive in a dynamic, true startup environment and be part of building a non-profit organization from its early years onwards
2. Competitive compensation in line with industry standards for the non-profit sector
3. Flexible work arrangements with up to 80% mobile work within Germany
4. 30 days annual leave (based on a five-day work week) plus up to 30 days working from elsewhere (subject to individual's country of citizenship, work permit and employer approval)
5. Further perks include employer-supported sports & wellness offering, commuter support and individual professional development
6. Continual enhancement of benefits during and beyond 2025

Please note that relocation, visa sponsorship and permanent cross-border employment are currently not possible.

About Us
Welcome to the adidas Foundation! We are an independent nonprofit organization with the mission to harness the transformative power of sport to tackle pressing social and environmental challenges worldwide. As an initiative launched by adidas AG in Herzogenaurach, we believe in the unparalleled ability of sport to unite communities and drive positive change in the face of global issues such as conflict, inequality, discrimination, and climate change. Envisioning a world where everyone has access to the life-changing benefits of sport and physical activity, the adidas Foundation strives to create a brighter future for both people and the planet. Through direct action, capacity building, and advocacy, we collaborate with like-minded partners across the globe to bring our vision to life. Learn more about us here!

While maintaining a strong connection with adidas AG, our primary funding source, we operate with full autonomy to strategically allocate resources toward fulfilling our charitable mission. We drive impactful initiatives, including grants for nonprofit organizations worldwide, support local projects aligned with our mission and empower social entrepreneurs through grants and seed funding. Our collaborations with essential service providers guarantee the successful execution of initiatives, ranging from refurbishing community football pitches to conducting impact assessments. From local initiatives to our partners around the globe: Our aim is to empower communities worldwide. Additionally, we actively contribute to research and advocacy efforts, furthering our overarching goals. By offering expertise and support to stakeholders within the sport-for-good sector, we foster collaboration and collective progress towards achieving our mission.

Join our Team!
As the adidas Foundation heads into its second year of operations, we are building our team to drive great impact. If you are passionate about leveraging sport for positive change and want to be part of a dynamic organization committed to making a difference, consider joining the adidas Foundation. We welcome applications from all individuals, regardless of gender identity and expression, personal background, beliefs, preferences, and abilities. Together, we can create a world where the transformative power of sport is accessible to all, changing lives and shaping a better future for generations to come.