Senior Specialist Projects & Administration

adidas; Warszawa; Hybrid; PLN 90,000 - 130,000; Full time

Job summary

Adidas in Warsaw is seeking a Senior Specialist Projects & Administration to provide executive support to the Country Lead East Europe and drive governance and PMO activities within the East Leadership Team.

The role blends executive assistant duties with project coordination, information management and stakeholder engagement across functions, enabling effective decision-making and smooth execution of priorities.

Qualifications

• 3+ years in Executive Assistant, Project Coordinator or PMO/coordination roles.
• Experience supporting senior executives and managing complex stakeholder interactions.
• Experience coordinating projects and cross-functional environments.

Responsibilities

• Manage Country Lead East Europe calendar, meetings, travel, expenses and stakeholder interactions.
• Coordinate East Leadership Team activities, agendas and follow-ups.
• Structure and maintain executive trackers, dashboards and governance materials.
• Coordinate senior leadership visits, briefs and related events.
• Support PMO and cross-functional projects with timelines, milestones and status updates.

Skills

Executive support

Stakeholder management

Project coordination

Governance

Presentation skills

Calendar management

Travel coordination

People coordination

Education

Bachelor's degree in Business / Management / related field

Tools

MS Office (PowerPoint, Excel, Outlook)

PMO tools / trackers

Job description

Senior Specialist Projects & Administration

Purpose & Overall Relevance for the Organization:

To provide high-quality executive support to the Country Lead East Europe and contribute to the effectiveness and execution of the East Leadership Team. The role goes beyond traditional executive assistance and acts as an extension of the GM Office, helping drive leadership effectiveness, governance, and execution of key East priorities. The role combines strong Executive Assistant capabilities with leadership coordination, executive information management, stakeholder management and project / PMO support.

Key Responsibilities:

1. Executive Support & Priority Management:

• Manage the Country Lead’s calendar, meetings, travel, expenses and key stakeholder interactions, ensuring effective prioritization of time and business needs.
• Act as a key coordination point between the Country Lead and senior internal and external stakeholders.
• Prepare the Country Lead for key meetings, visits and priorities by organizing relevant information, agendas, logistics and materials in advance.
• Anticipate priorities, deadlines and conflicts, proactively proposing solutions and ensuring smooth day‑to‑day execution.
• Coordinate the East Leadership Team / FLM operating rhythm, including agendas, materials, logistics, inputs and follow‑up.
• Translate leadership discussions into clear decisions, actions, owners and deadlines, maintaining structured tracking across teams.
• Follow up on commitments, identify overdue actions, dependencies or issues, and escalate where required.
• Support leadership workshops, offsites and senior management sessions.

3. Executive Information Management:

• Support the Country Lead in structuring and maintaining visibility on key East business priorities, projects, decisions and actions through structured executive trackers and governance tools.
• Consolidate inputs from functions into clear executive-level presentations, reports, dashboards, briefings and summaries.
• Ensure accurate, well-structured information is available to support faster and more effective management decisions.

4. Senior Stakeholder Management & Leadership Visits:

• Act as a trusted coordination and communication point between the Country Lead, East Leadership Team and senior internal or external stakeholders.
• Coordinate stakeholder inputs, actions and deliverables, communicating professionally and following up on commitments.
• Lead end‑to‑end coordination of senior leadership visits, including agendas, briefings, logistics, meetings, store/customer visits and related events.
• Ensure cross‑functional alignment and high‑quality preparation for leadership visits, workshops, offsites and strategic events.

5. East Strategic Projects / PMO Support:

• Support coordination and execution of selected East strategic, cross‑functional and internal communications projects.
• Maintain project plans, timelines, milestones, action trackers, documentation and governance routines.
• Monitor progress, risks, dependencies, budgets and deliverables, escalating issues or decisions where needed.
• Coordinate stakeholders, drive follow‑up on actions and deadlines, and prepare status updates, summaries and dashboards.
• Identify opportunities to improve processes, ways of working and project execution effectiveness.

Authorities:

• Direct reporting line: Country Lead East Europe.
• Works closely with East Leadership Team / FLM, Business Development, Internal Communications and other relevant cross‑functional stakeholders.
• Acts on behalf of the Country Lead on agreed coordination, follow‑up and administrative matters.

Knowledge, Skills and Abilities :

• Excellent organizational, planning and prioritization skills.
• Strong sense of ownership and ability to work independently and proactively.
• Ability to anticipate needs, identify issues and drive follow‑up without requiring continuous direction.
• Strong action and execution orientation with the ability to drive agreed actions to completion.
• Ability to structure, synthesize and communicate complex information in a clear executive format.
• Confidence, maturity and credibility when interacting with senior stakeholders.
• Strong stakeholder management skills, including the ability to follow up and challenge appropriately.
• High level of discretion, confidentiality and professional judgment.
• Ability to manage multiple priorities in a complex and fast‑paced environment.
• Experience coordinating projects, workstreams or cross‑functional initiatives.
• Good understanding of project management principles, governance, planning and reporting.
• Strong business acumen and curiosity to understand priorities beyond administrative responsibilities.
• Excellent interpersonal and communication skills.
• Ability to create clear, concise and high‑quality executive presentations and business materials.

Requisite Education and Experience / Minimum Qualifications:

• 3+ years of professional experience in Executive Assistant, Executive Business Support, Project Coordinator, PMO Coordinator or similar roles.
• Proven experience supporting senior executives and managing complex stakeholder interactions.
• Experience in project coordination and cross‑functional environments.
• Bachelor's degree in Business Administration, Management, Economics, Communications, Project Management or a related field is a plus.
• Advanced knowledge of Microsoft Office, particularly PowerPoint, Excel, Outlook, Word and Teams.
• Driving License type B – active driver.
• English – fluent; German is a plus.

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.

At adidas, we strongly believe that embedding diversity, equity, and inclusion (DEI) into our culture and talent processes gives our employees a sense of belonging and our brand a real competitive advantage. By recruiting talent and developing our people to reflect the rich diversity of our consumers and communities, we foster a culture of inclusion that engages our employees and authentically connects our brand with our consumers.