Executive Assistant

Mars, Incorporated and its Affiliates; Franklin (TN); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Mars University

Bonus program

Job summary

Mars, Incorporated and its Affiliates is seeking an Executive Assistant to support the Pet Nutrition North American Leadership Team. This onsite role requires meticulous calendar management, travel planning, and cross-functional collaboration to keep leadership aligned with company objectives.

You will coordinate executive meetings, prepare materials, manage expenses in Concur, and plan team events while maintaining confidentiality and professionalism in a high-pressure environment.

Qualifications

• Bachelor's degree or equivalent experience.
• Experience in paced business environments.
• Strong organization and analytical abilities.
• Fluent with MS Office suite and Concur for travel and expense management.
• 2+ years in event strategy and execution.

Responsibilities

• Actively manage/maintain calendars and arrange meetings and calls.
• Plan and execute detailed travel itineraries and documents.
• Support senior leadership by attending meetings and preparing decks.
• Coordinate executive and team events including venues and catering.
• Process expense reports via Concur and maintain records.

Skills

Organizational skills

Analytical skills

Interpersonal communication

Confidential information handling

Time management

Education

Bachelor's Degree

Tools

Work

Excel

PowerPoint

Outlook

Concur

Job description

Job Description:

Title: Executive Assistant

Location: Chicago, IL

Workstyle: Onsite

Mars does not sponsor visas for this role. This position is not eligible for relocation benefits

The purpose of the Executive Assistant role is to provide the highest level of proactive and efficient support to the Pet Nutrition North American Leadership Team (PLT). The role is to serve as the executive’s trusted key support, facilitating cross-functional collaboration, ensuring that various teams work cohesively towards their common objectives. The incumbent must have a high level of attention to detail, excellent organizational skills, foresight, and the ability to effectively assist and collaborate with senior leaders and peers.

What will be your key responsibilities?

• Actively manage/maintain electronic calendars and arrange telephone/video conferences, meetings,
• and other appointments as requested while prioritizing key stakeholders and requests.
• Plan & execute detailed travel itineraries including all transportation, lodging, obtaining all
• necessary & travel documents.
• Give assistance to the functional senior leadership team by attending meetings and taking notes, owning deck completion deadlines or other administrative tasks that will allow the meeting to run smoothly.
• Plan executive and team events including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, etc.
• Collate and organize the submission of expense reports through Concur.
• Additional duties as requested

What are we looking for?

• Bachelor's Degree or a combination of equivalent academic & work experience
• paced business environment
• Organization and analytical skills
• Excellent technical skills and fluent with Work, Excel, PowerPoint, Outlook, and Concur
• 2+ years directly managing event strategy and execution
• Strong interpersonal, oral, and written communications skills
• Ability to handle high level, confidential information sensitively
• Obtaining and maintaining an understanding of the functions and what their needs are.
• Ability to develop and demonstrate “team player” relationships
• Ability to interact with global and senior level management and all levels of the organization with a
• professional customer-focused attitude
• Demonstrate strong initiative and problem-solving ability in a correct and timely manner
• Ability to work in a high-pressure environment and respond to work situations quickly and efficiently
• Effectively manage multiple job responsibilities and adapt to changing priorities
• Demonstrate Conflict Leadership Skills and the ability to deal with ambiguity and not having all the answers
• Ability to maintain confidentiality in all situations
• Ability to anticipate and respond to senior leader’s needs without direction

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.

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