Mission

Provide specialized support and operational coordination to the Senior Director Brand Activation and the Brand team, ensuring efficient and accurate execution aligned with business priorities.

Independently manage the Senior Director’s calendar, travel arrangements, and key administrative processes, anticipating needs, resolving issues, and ensuring appropriate follow-up on commitments.

Act as the point of contact for Travel & Expenses (T&E;) policies and Concur across Iberia, promoting proper application and continuous process improvement.

Coordinate departmental information, vendors, and tools to facilitate decision-making and ensure a consistent experience for internal and external stakeholders.

Key Responsibilities

Coordination and Support to the Senior Director Brand Activation and Brand Team

- Proactively manage the Senior Director’s calendar, prioritizing meetings, identifying scheduling conflicts, and coordinating changes with internal and external stakeholders.
- Plan and organize meetings, prepare agendas and supporting documentation, take minutes, and follow up on agreements, owners, and target dates.
- Prepare and consolidate presentations, reports, and internal communications, ensuring quality, consistency, and confidentiality of information.
- Support the Brand leadership team with operational needs, meetings, visits, and cross-functional projects, acting as a coordination point when required.
- Act as the main point of contact and liaison with vendors, advertising agencies, event agencies, and other external partners, coordinating deliverables, documentation, and operational follow-up.
- Support the planning and execution of events, team meetings, international visits, and activations,



coordinating schedules, logistics, materials, and vendors.
- Manage OTs, POs, and departmental invoices in SAP, following up on approvals and payments, identifying deviations, and escalating issues in a timely manner.
- Maintain up-to-date oversight of the department’s operational expenditure and prepare regular reports on invoicing, purchase orders, travel expenditure, and budget commitments to support decision-making.
- Coordinate and follow up on transportation invoices, shipments, deliveries, and material orders, ensuring accuracy and timely completion.
- Create, structure, and maintain the department’s SharePoint, establishing filing, version control, and access criteria to ensure documentation remains up to date and easily accessible.
- Identify opportunities to improve and standardize administrative and operational processes, proposing and implementing practical solutions.
- Manage material orders and other operational requirements for the department, optimizing resources and anticipating future needs.

Travel Organization and Management for the Brand Activation Department and Senior Director Brand Activation

- Plan and coordinate individual and group travel, including bookings, itineraries, documentation, changes, and issue resolution, in accordance with corporate policies.




- Manage and review the Senior Director’s expense reports, ensuring accuracy, appropriate supporting documentation, approval, and timely submission.
- Support the Brand leadership team with travel arrangements, coordinating alternatives and resolving travel-related issues.
- Coordinate with Sales and other functions on the logistics of international visits, including agendas, transportation, accommodation, meeting rooms, and materials.
- Monitor travel expenditure, identify optimization opportunities, and prepare regular reporting on travel volume, costs, and policy compliance.

Concur Iberia SPOC

- Act as the functional point of contact for queries related to Concur and T&E; policies across Iberia, providing guidance to employees and managers.
- Coordinate with Finance, Concur General, and other teams to resolve issues, follow up on cases, and communicate relevant changes.
- Prepare guidelines, communications, and information sessions to promote the correct use of the tool and compliance with applicable policies.
- Analyze recurring queries and issues, identify root causes, and recommend process improvements or preventive actions.

KPIs

- Satisfaction and quality of service provided to internal and external stakeholders.
- Timely delivery and quality in the management of calendars, meetings, travel, events, and visits.
- Accuracy, traceability, and processing time for OTs, POs, invoices, and expense reports.
- Quality of follow-up on invoices, shipments, deliveries, and operational issues, including timely escalation when required.
- Optimization of travel expenditure and level of compliance with T&E; and Con

📌 Marketing Department Assistant (España)
🏢 Adidas
📍 España