Executive Assistant - R&D

Mars; Chicago (IL); On-site; USD 75,000 - 103,000; Full time

Benefits offered by this job

Mars University

Company bonus

Learning & development

Job summary

Mars, Incorporated and its Affiliates invites applications for an Executive Assistant (EA) to RDQ in Chicago. You will provide high-level administrative support to the Senior Vice President of R&D and Quality for the Accelerator division, managing calendars, communications, and travel logistics in a fast-paced global setting.

The ideal candidate has 3+ years supporting C-suite leaders, strong organizational and communication skills, and a track record of discretion and confidentiality.

Qualifications

• Bachelor’s degree in business administration, communications, or related field preferred.
• 3+ years providing high-level administrative support to C-suite or senior leadership.
• Proven calendar management, expense reporting, and procurement experience.
• Strong MS Word, Excel, PowerPoint, Outlook, and Teams skills.
• Excellent interpersonal skills with discretion and confidentiality.

Responsibilities

• Maintain executive calendar and schedule meetings across time zones.
• Manage communications and liaise with internal and external partners.
• Prepare reports, presentations, and other documents as needed.
• Coordinate travel, visas, and related logistics for leadership.
• Handle expense reports and reimbursements per policy.
• Support special projects and ensure timely follow-through.
• Attend meetings to capture decisions and actions.
• Provide confidential support to Senior VP of RDQ.

Skills

Calendar management

Communication

Discretion

Executive support

Education

Bachelor's degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Concur

Job description

Job Description

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

We’relooking for passionate talent who dare to dream big, agile collaborators who talk straight and decide fast, and driven performers with a growth mindset.We’reproudly part of Mars, while also building something boldly different. If this inspires and energizes you,you’vefound 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

The Executive Assistant (EA) – RDQ for our Accelerator Division working from our Wells Street, Chicago office, is responsible for providing high-level administrative support to the Senior Vice President of R&D and Quality (RDQ) for the Accelerator business—the division supporting KIND, Tru Fru, Nature's Bakery, and the newlyacquiredKellanovabrands. The role will report to the Director of Strategy and Performance and involves managing schedules, organizing meetings, handling communications, and ensuring that the executive's time is efficiently allocated. The EA must possess strong organizational, communication, and problem-solving skills to work effectively in a fast-paced environment.

The ideal candidate is comfortable navigating complexity and ambiguity across a global organization while delivering excellent customer service. They bring strong communication and negotiation skills, work collaboratively to overcome challenges, and adapt quickly as priorities change.

Job Responsibilities

• Maintain, organize, and prioritize the executive’s calendar, independently resolving conflicts and scheduling meetings and appointments based on business priorities and forward planning.

• Manage incoming and outgoing communications in line with executives’ preferences, ensuring timely responses and follow-up.

• Prepare and edit correspondence, reports, presentations, and other documents as needed.

• Coordinate expense reports, reimbursements, and related financial administration for senior leaders in accordance with company policies.

• Coordinate visa applications, business invitation letters, relocation documentation, and related support for executive and senior leaders, providing guidance on required processes.

• Plan and execute internal, external, and global meetings, including quarterly Leadership Team face-to-face meetings and functional town halls. Manage time zones, invitations, meeting rooms, virtual meeting technology, catering, guest arrangements, hotel blocks, group transportation, venue selection, and costs.

• Arrange domestic and international travel, including flights, hotels, and ground transportation.

• Serve as a trusted point of contact for leadership, internal teams, clients, key stakeholders, high-profile individuals, and important personal contacts.

• Attend meetings, capture key decisions and action items, and drive follow-through to completion.

• Support or lead special projects and initiatives as directed, ensuring objectives and deadlines are met.

• Perform other duties as required based on capacity assessment.

Qualifications

• 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.

• Working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Teams.

• Strong attention to detail and ability to work independently.

• Exceptional interpersonal and communication skills with absolute discretion when interfacing with executive leadership, high-profile stakeholders, and confidential business matters.

• Comfortable providing feedback, directing, and engaging with senior leaders.

• Sensitive about cultures, and different ways of being and thinking.

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.

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 74,766.00 - USD 102,803.00