Administrative Assistant - BFY

Mars UK; Chicago (IL); On-site; USD 45,000 - 61,000; Full time

Job summary

Mars Snacking in Chicago is seeking an experienced Administrative Assistant to provide high-level support to senior leaders within the Accelerator’s Better-For-You unit. You will manage complex calendars, coordinate domestic and international travel, and assist in creating confidential presentations for VP-level executives.

Strong communication, organizational skills, and discretion are essential. Proficiency in MS Office and ERP systems (Concur/Workday/SAP) is required to succeed in a

Qualifications

• High School Diploma or equivalent; Bachelor’s degree preferred.
• 5+ years as Administrative Assistant, ideally supporting VP level leaders.
• Outstanding written and verbal communication with Associates and stakeholders.
• Strong organizational skills, action bias, attention to detail, discretion.
• Proficient in MS Office; capable of creating/editing confidential presentations.
• Experience with expense reporting, HR, and accounts payable systems (Concur/Workday/SAP).
• Proven problem-solving skills and ability to meet deadlines under pressure.

Responsibilities

• Calendar & Meeting Management: manage complex calendars up to a year in advance.
• Travel & Expense Coordination: arrange domestic/international travel and process expense reports.
• Expert Presentation Support: create, draft, and edit confidential PowerPoint presentations.
• Event & Town Hall Preparation: prepare materials and recognition programs for Town Halls.
• Operational & Budget Support: assist with budgets, PO requests, and sensitive materials.
• Cross-Functional Collaboration: act as a liaison for leadership and Associates across levels.

Skills

Interpersonal communication

Organizational skills

Problem solving

Confidentiality

Calendar management

Attention to detail

Deadline-driven

Education

High School Diploma or equivalent

Bachelor's degree preferred

Tools

MS Office Suite

Concur

Workday

SAP

Job description

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