Executive Assistant - Sales

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

Benefits offered by this job

Mars University

Competitive salary & benefits

Bonus program

Job summary

Mars Incorporated's Accelerator Division in Chicago seeks an Executive Assistant (EA) to provide high-level support to senior sales executives. The role emphasizes scheduling, communications, travel, and project coordination in a fast-paced environment.

The ideal candidate will have a bachelor’s degree, 3+ years’ EA experience, excellent communication, and strong organizational skills to support a dynamic Sales organization.

Qualifications

• A bachelor’s degree in business administration, communications, or related field is preferred.
• 3+ years of experience in an executive assistant or administrative role is typically required.
• Excellent written and verbal communication skills.
• Problem-solving and critical thinking abilities.
• Strong attention to detail and ability to work independently.
• Ability to adapt to a dynamic, fast-paced work environment.
• Professional demeanor and ability to interact with high-level executives and stakeholders.
• Excellent organization and analytical skills, capable of managing competing priorities and leading projects.

Responsibilities

• Maintain, organize, prioritize and resolve conflicts with the executive's calendar by scheduling meetings, appointments, and travel arrangements.
• Interface with leadership, internal staff, clients, key stakeholders, high-profile individuals, and important personal contacts.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Arrange domestic and international travel - flights, hotels & transfers.
• Plan and coordinate meeting logistics, conferences, and guest arrangements.
• Attend meetings, take notes, and track action items.
• Lead projects and initiatives as directed by the executive to meet deadlines.
• Assist with budgets, expenses, and invoices.

Skills

Communication skills

Problem-solving

Organizational skills

Stakeholder management

Adaptability

Education

Bachelor’s degree in business administration, communications, or related field

Tools

Word

Excel

PowerPoint

Outlook

MS 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 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!

The Executive Assistant (EA) - Sales for our Accelerator Division working from our Wells Street, Chicago office, is responsible for providing high-level administrative support to senior executives. This role 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 has an interest in leadership effectiveness and business-related topics, specifically in Sales. They have experience managing complexity and ambiguity on scale and know how to provide excellent customer service. They will have outstanding communication and negotiation skills and enjoy overcoming challenges in a team/collaborative environment. This role will also manage two other Executive Assistants supporting the broader Sales organization.

What are we looking for?

• A bachelor's degree in business administration, communications, or a related field is preferred.
• At least 3 years of experience in an executive assistant or administrative role is typically required.
• Excellent written and verbal communication skills.
• Problem-solving and critical thinking abilities.
• Strong attention to detail and ability to work independently.
• Ability to adapt to a dynamic, fast-paced work environment.
• A professional demeanor and the ability to interact with high-level executives and stakeholders.
• Excellent organization and analytical skills, comfortable managing competing priorities and leading projects and initiatives.
• Effectively switch between tasks and adapt to changing priorities, while efficiently and effectively delivering results.
• Working knowledge of Word, Excel, PowerPoint, Outlook, MS Teams.
• Ability and interest in learning new tools and systems and managing frequent changes and upgrades.
• Integrity in handling confidential information sensitively.
• Comfortable providing feedback, directing, and engaging with senior leaders.
• Sensitive about cultures, and different ways of being and thinking.
• Curious about business, in general, and how decisions are made in global organizations.
• Experience supporting a Sales organization is preferred - including an understanding of how to communicate externally with key stakeholders and customers

What will be your key responsibilities?

• Maintain, organize, prioritize and resolve conflicts with the executive's calendar by scheduling meetings, appointments, and travel arrangements.
• Prioritize and resolve conflicts regarding scheduling, ensuring the executive's time is efficiently utilized.
• Interface with leadership, internal staff, clients, key stakeholders, high-profile individuals, and important personal contacts.
• Manage incoming and outgoing communications based on Sr leader preferences and communication styles ensuring timely responses and follow-ups.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Arrange domestic and international travel - arrange flights, hotels & transfers.
• Plan and coordinate internal and external meeting logistics, conferences, meeting rooms, catering, and guest arrival arrangements.
• Attend meetings, take notes, and track action items.
• Event planning that includes hotel blocks, group transportation, property search, costs, meeting invites, negotiations and decision making.
• Assist with or lead specific projects and initiatives as directed by the executive, ensuring deadlines and objectives are met.
• Engage with planning and execution of the National Sales Meeting
• Assist with the preparation and tracking of budgets, expenses, and invoices.
• Process reimbursements and ensure adherence to company policies for financial matters.
• Collaborate with other administrative assistants, staff, and departments to ensure smooth workflow and efficiency.
• Manage internal and external communications for the executive, facilitating seamless interaction between stakeholders.
• Managing 2-3 direct reports of other Executive Assistants within the function to provide guidance and alignment.
• Other duties as required are based on capacity assessment

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