Executive Assistant: Calendar, Travel & Logistics

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

Benefits offered by this job

Bonus

Job summary

Mars in Chicago is seeking an Administrative Assistant to support one or more leaders by managing calendars, coordinating meetings and travel, submitting expenses, and supporting day-to-day operations in a fast-paced corporate environment.

The role requires 3+ years of admin experience, strong Microsoft Office skills, and excellent communication. You will interact with internal teams and external partners across time zones, helping keep executives organized and focused on strategic priorities.

Qualifications

• High school diploma required; associate's or bachelor's degree preferred.
• 3+ years of administrative assistant or executive support experience.
• Strong proficiency with Microsoft Office suite and Teams.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to prioritize competing deadlines.

Responsibilities

• Manage complex calendars and schedule meetings across multiple time zones.
• Coordinate domestic and international travel arrangements, including travel Visa management.
• Prepare and submit expense reports.
• Organize meetings, conference rooms, catering, and virtual meeting logistics.
• Coordinate team events, leadership meetings, and off-site activities.
• Serve as a liaison between executives, internal teams, and external partners.

Skills

3+ years experience

Executive support

Calendar management

Travel coordination

Communication skills

Organizational multitasking

Deadline prioritization

Education

High school diploma

Associate's or Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Teams

Job description

Mars in Chicago is seeking an Administrative Assistant to support one or more leaders by managing calendars, coordinating meetings and travel, submitting expenses, and supporting day-to-day operations in a fast-paced corporate environment.

The role requires 3+ years of admin experience, strong Microsoft Office skills, and excellent communication. You will interact with internal teams and external partners across time zones, helping keep executives organized and focused on strategic priorities.