Executive Assistant

Mars Incorporated; Chicago (IL); On-site; USD 60,000 - 83,000; Full time

Job summary

Mars Incorporated is seeking an Executive Assistant in Chicago, IL to partner with global leaders. The role focuses on managing complex calendars, coordinating international and domestic travel, and handling visa processes.

You will work with senior leadership and cross-functional teams to ensure efficient operations. The position emphasizes confidentiality, independence, and strong communication to support executive decision-making and business priorities.

Qualifications

• 2-3 years of global executive support, business operations, or project management experience.
• Associate's degree or Bachelor's degree preferred.
• Excellent organization and analytical skills.
• Excellent verbal and written communication.
• Ability to build relationships with stakeholders.
• Confidentiality and discretion in handling information.
• Ability to work independently and as part of a team.
• High attention to detail and problem-solving skills.
• Proficiency in Microsoft Office suite.

Responsibilities

• Heavy and complex calendar management with independent prioritization.
• Plan and organize extensive international and domestic travel arrangements.
• Prepare paperwork and visa-related documents for the Executive.
• Organize internal and external meetings and events (domestic and international).
• Manage cross-functional initiatives with senior leadership and track milestones.
• Communicate clearly with diverse stakeholders and audiences.
• Prepare reports and business documents for executive decision-making.
• Support the Executive Assistant Team with events and overflow work.
• Work independently with minimal supervision and seek process improvements.
• Serve as central contact across global departments and teams.
• Process expense reports, purchase orders, and wire transfers.

Skills

Executive support

Project management

Organization

Communication

Discretion

Stakeholder management

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Job Description

Title: Executive Assistant

Location: Chicago, IL

Workstyle: Onsite

The Executive Assistant is a proactive and efficient executive business partner to our global leaders, managing complex scheduling, coordinating projects, optimizing processes and driving efficiency. The ideal candidate thrives in a fast-paced environment and is excellent at managing complexity and ambiguity on a global scale. This is a highly visible role within the organization interacting with top executives and assistants globally.

What are we looking for?

• 2-3 years in a global executive support, business operations, or project management role.
• Associate's degree in related fields or Bachelor's degree preferred
• Excellent organization and analytical skills, comfortable managing conflict and leading projects and initiatives.
• Excellent verbal and written communication.
• Ability to build and maintain relationships with stakeholders.
• Professionalism and Confidentiality - navigating the balance between transparency and discretion
• Ability to work independently and as part of a team and make sound decisions under pressure.
• High attention to detail and problem-solving skills.
• Proficiency in Microsoft Office suite of programs

What will be your key responsibilities?

• Heavy and complex calendar management with independent decision planning based on priorities, which requires forward-thinking & strategizing.
• Plan and organize extensive international and domestic travel arrangements.
• Complete paperwork, business invitation letters, and applications to obtain Visas for the Executive. Expert knowledge and advice for visa process.
• Plan and organize key internal and external meetings and events (both domestic and international) while effectively managing time and budget constraints
• Manage cross-functional and cross-segment initiatives, working closely with senior leadership and ensuring project milestones are met.
• Clearly and effectively communicate, adapting communication styles for different audiences, including internal stakeholders and external partners
• Prepare reports, presentations, and business documents to support executive decision-making
• Support the Executive Assistant Team with event management & work overflow, which requires strong collaboration and ownership.
• Work independently with minimal supervision, continuously seeking opportunities to enhance processes and schedules.
• Serves as the central point of contact, ensuring effective communication and coordination amongst global departments, segments, and teams.
• Process expense reports, purchase orders, wire transfers etc.
• Perform other tasks and duties as assigned.

What can you expect from Mars?

• Work with over 130,000 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.
• Best-in-class 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 43.78 - USD 60.19