C-Suite Executive Assistant & Global Ops

Mars, Incorporated and its Affiliates; Chicago (IL); On-site; USD 50,000 - 68,000; Full time

Job summary

Mars, Incorporated and its Affiliates seeks an Executive Administration Specialist to support the Accelerator division, reporting to the Chief People Officer. You will manage complex calendars, prepare expense reports, handle visa paperwork, and arrange domestic/international travel for senior leaders.

Ideal candidates bring 3+ years of C-suite support experience, strong communication skills, and proficiency with Microsoft 365, SAP, and Coupa.

Qualifications

• Bachelor's degree in business administration, communications, or related field.
• 3+ years of experience providing high-level administrative support to C-suite or senior leaders.
• Proven track record with calendar management, expense reporting, and PO/procurement processing.
• Excellent interpersonal and communication skills with discretion.

Responsibilities

• Provide expense report support to Mars senior leaders.
• Heavy calendar management with forward planning and prioritization.
• Process and update purchase orders for multiple groups.
• Arrange visas and required paperwork for LT and senior leaders.
• Coordinate domestic and international travel and meetings.
• Interfacing with leadership, staff, clients, and stakeholders.
• Assist with event management and overflow work as needed.

Skills

Calendar management

Expense reporting (Concur)

PO & procurement requests

Executive liaison

Travel coordination

Education

Bachelor's degree in business administration, communications, or related field

Tools

Microsoft 365 (Teams, SharePoint, Outlook)

SAP

Coupa

Job description

Mars, Incorporated and its Affiliates seeks an Executive Administration Specialist to support the Accelerator division, reporting to the Chief People Officer. You will manage complex calendars, prepare expense reports, handle visa paperwork, and arrange domestic/international travel for senior leaders.

Ideal candidates bring 3+ years of C-suite support experience, strong communication skills, and proficiency with Microsoft 365, SAP, and Coupa.