Administrative Assistant - BFY

Mars Incorporated in; Chicago (IL); On-site; USD 44,000 - 61,000; Full time

Benefits offered by this job

Company bonus

Mars University access

Competitive benefits

Job summary

Mars Snacking, a unit within Mars Incorporated, is seeking an Administrative Assistant to support Senior Leaders in the Accelerator's Better-For-You division. You will manage complex calendars, coordinate travel, and craft confidential communications for high-level executives.

You will collaborate across functions, handle sensitive materials with discretion, and contribute to process improvements while supporting budgeting and event preparation.

Qualifications

• High School Diploma or equivalent; Bachelor's degree preferred.
• 5+ years of Administrative Assistant experience supporting VP level leaders.
• Excellent written and verbal communication for Associates, customers, and stakeholders.
• Strong organization, action bias, attention to detail, confidentiality.
• Proficiency in Microsoft Office; ability to craft high-impact confidential presentations.
• Experience with enterprise systems like Concur, Workday, SAP.

Responsibilities

• Calendar & Meeting Management: Manage complex calendars up to a year in advance and coordinate leadership meetings.
• Travel & Expense Coordination: Arrange domestic/international travel, prepare expense reports.
• Expert Presentation Support: Create, edit confidential PowerPoint presentations and communications.
• Event & Town Hall Preparation: Develop materials for Town Hall events and recognition programs.
• Operational & Budget Support: Assist with budgets, PO requests, and sensitive materials.
• Cross-Functional Collaboration: Serve as a liaison with Associates at all levels.

Skills

Communication skills

Organizational skills

Confidentiality

Problem-solving

Education

High School Diploma

Bachelor's degree preferred

Tools

Microsoft Office Suite

Concur

Workday

SAP

Job description

Administrative Assistant - BFY (Finance)

Job Description:

As an Administrative Assistant at Mars Snacking, you will bring your advanced interpersonal and organizational skills to provide high-level administrative support to Senior Leaders within Accelerator's Better-For- You Business Unit. In this role, you aren't just managing complex schedules - you are a key facilitator of collaboration, helping senior leadership maintain focus on strategy and impact. You will act as a trusted partner, staying structured, composed, and solution-oriented in a fast-moving, dynamic environment.

What are we looking for?

• High School Diploma or equivalent ( Bachelor's degree preferred).
• 5+ years of experience as an Administrative Assistant, ideally supporting Vice President level leaders in a fast-paced corporate environment.
• Exceptional written and verbal communication skills to connect professionally with Associates, customers, and external stakeholders.
• Strong organizational skills, a strong bias for action, acute attention to detail, good judgment, and the ability to maintain a high level of confidentiality.
• High proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) with a proven ability to create, edit, and proof high-impact, confidential presentations.
• Experience with enterprise systems for expense reporting, human resources, and accounts payable (such as Concur, Workday, or SAP).
• Proven problem-solving skills and the ability to work effectively under deadlines, managing conflicting priorities with composure.

What will be your key responsibilities?

• Calendar & Meeting Management: Manage complex and dynamic calendars up to a year in advance. Make independent, strategic scheduling decisions based on shifting business priorities, coordinating both on-site and off-site leadership meetings.
• Travel & Expense Coordination: Arrange detailed domestic and international travel logistics , obtain necessary travel documentation (visas, invitation letters), and process comprehensive expense reports in a timely manner .
• Expert Presentation Support: Assist in creating, drafting, and editing confidential PowerPoint presentations, communications, and organizational postings for senior leadership.
• Event & Town Hall Preparation: Coordinate and develop engaging materials for Town Hall meetings, including organizing welcomes, service anniversaries, and recognition programs for top-achieving Associates.
• Operational & Budget Support: Assist in managing administrative budgets, processing purchase order requests, and handling sensitive operational materials to ensure smooth team operations.
• Cross-Functional Collaboration: Serve as a welcoming point of contact for the leadership team, working collaboratively with Associates at all levels and from diverse backgrounds.

What can you expect from Mars?

• Work with diverse and talented Associates, all guided by the Five Principles.
• Join a purpose driven company, where we're striving to build the world we want tomorrow, today.
• A strong focus on learning and development support from day one, including access to our in-house Mars University.
• An industry competitive salary and benefits package, including company bonus.

The base pay range for this position at commencement of employment is between the range listed below, however, base pay offered may vary depending on multiple individualized factors, including but not limited to job-related knowledge, skills, and experience.The total compensation package for this position will include variable pay, medical and dental benefits, participation in 401k plan, and paid time off benefits.Details of participation in these benefit plans will be provided if an applicant receives an offer of employment.

The pay range listed is applicable to IL:USD 32.31 - USD 44.43