Executive Assistant - PO

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

Job summary

Mars Incorporated’s Accelerator division seeks an Executive Administration Specialist to support senior leaders, manage complex calendars, and oversee visa processes for LT and Sr. Leaders.

You’ll coordinate travel, meetings, and procurement, ensuring efficient, confidential operations across global teams. The role emphasizes high discretion, collaboration with the Chief People Officer, and engagement with diverse stakeholders within a fast-paced, matrixed organization.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of high-level administrative support to C-suite, VP, or senior leadership teams.
• Proven calendar management, expense reporting (e.g., Concur), and processing purchase orders.

Responsibilities

• Provide expense report support to Mars senior leaders.
• Heavy calendar management with independent decision planning.
• Process and update purchase order requests for multiple groups.
• Prepare paperwork, business invitation letters, and visa applications for LT and Sr. Leaders.
• Be the point of contact for visa applications for LT and senior leaders.
• Plan and coordinate internal meetings, video conferences, and guest logistics.
• Coordinate domestic and international travel (flights, hotels, transfers).
• Interface with leadership, staff, clients and key stakeholders.

Skills

Calendar management

Executive support

Expense reporting

Visa processing

Communication

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft 365

SAP

Coupa

SharePoint

Microsoft Teams

Job description

Accelerator, a global Division of Mars Snacking, is on the front line of unlocking growth across high-potential categories and brands to fuel what's next for Snacking. It's home to both emerging and enduring brands, including KIND, TRÜ FRÜ, NATURE'S BAKERY, RXBAR, EGGO, POP-TARTS and RICE KRISPIE S TREATS. Combining the scale of Mars with the agility of a start-up, our Division has the ambition to accelerate the future of snacking by delivering products consumers love today, discovering category-shaping innovations for tomorrow and developing entrepreneurial teams whose impact will last for generations.

We're looking for passionate talent who dare to dream big, agile collaborators who talk straight and decide fast, and driven performers with a growth mindset. We're proudly part of Mars, while also building something boldly different. If this inspires and energizes you, you've found the right place where you can do cool things with fun people for one of the biggest snacking companies in the world!

What you'll do

Reporting to the Chief People Officer (CPO) of People & Organization (P&O) Accelerator , the Executive Administration Specialist role supports the Accelerator business-the division supporting KIND, Tru Fru, Nature's Bakery, and the newly acquired Kellanova brands. The role is responsible for providing th e highest level of effective and efficient support to the segment / unit senior leaders .

Job Responsibilities

• Provide expense report support to Mars senior leaders.
• Heavy calendar management with independent decision planning based on priorities which requires forward thinking & strategizing .
• Process & update purchase order requests for multiple groups in the unit/segment
• Complete paperwork, business invitation letters, and applications to obtain Visas for LT and Sr. Leaders.
• Point of Contact for Visa applications for LT and senior leaders. Expert knowledge and advice for visa process .
• Plan and coordinate internal meeting logistics , video & audio (Skype/ Microsoft Teams) conferences, meeting rooms, catering, and guest arrival arrangements.
• Global meeting planning; experience with global time zone planning.
  External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
• Arrange domestic and international travel - arrange flights, hotels & transfers.
• Interfacing with leadership, internal staff, clients, key stakeholders, high-profile individuals and important personal contacts
• Assist Executive Coordinator Team Lead with event management & work overflow.
• Other duties as required based on capacity assessment.

What You'll Bring (Must-Haves):

• A bachelor's degree in business administration, communications, or a related field is preferred.
• 3 + years of experience providing high-level administrative support to C-suite, VP, or senior leadership teams within a fast-paced, matrixed organization.
• Proven track record of high-volume, proactive calendar management, expense reporting (e.g., Concur), and processing purchase orders / procurement requests.
• Exceptional interpersonal and communication skills with absolute discretion when interfacing with executive leadership, high-profile stakeholders, and confidential business matters.

Nice-to-Haves:

• Experience working within Consumer-Packaged Goods (CPG), Food & Beverage, or high-growth work environments.
• Advanced proficiency with modern collaboration and productivity tools, including Microsoft 365 (Teams, SharePoint, Outlook), enterprise ERP systems (e.g., SAP, Coupa), and virtual meeting technologies.
• Prior experience managing offsite leadership summits, hotel room blocks, vendor negotiations, and group transportation logistics .

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.

#LI-LD1

#LI-Onsite

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 35.95 - USD 49.42