Executive Assistant - Sales

mars; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Mars Snacking—Accelerator Division in Chicago seeks an Executive Assistant (EA) to provide high-level administrative support to senior sales executives. You will manage calendars, travel, communications, and prepare documents in a fast-paced environment.

The role requires strong organization, communication, and problem-solving skills, with experience supporting a Sales organization preferred. You will work with two other assistants and interact with high-level stakeholders across the sales

Qualifications

• Bachelor’s degree preferred in business administration, communications or related field.
• 3+ years in an executive assistant or administrative role.

Responsibilities

• Maintain and manage the executive calendar, schedule meetings, and arrange travel.
• Screen and manage communications for senior leaders; ensure timely responses and follow-ups.
• Prepare correspondence, reports, and presentations as needed.
• Coordinate domestic and international travel, logistics, and accommodations.
• Plan and coordinate meetings, conferences, and events, including logistics and catering.
• Attend meetings, take notes, track action items, and follow through on deadlines.
• Support budgeting, expense tracking, and invoicing in line with company policies.
• Collaborate with other assistants and departments to ensure smooth operation.

Skills

Communication skills

Problem solving

Attention to detail

Adaptability

Executive interaction

Organization

Discretion / confidentiality

Sales organization support

Education

Bachelor’s degree in business administration / communications

Tools

Word

Excel

PowerPoint

Outlook

MS Teams

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 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 execut