Executive Travel & Calendar Coordinator

Mars, Incorporated and its Affiliates; Chicago (IL); On-site; USD 44,000 - 61,000; Full time

Job summary

Mars, Incorporated and its Affiliates is seeking an Administrative Assistant to provide comprehensive support to multiple leaders. You will manage calendars, coordinate meetings and travel, submit expenses, and assist with day-to-day operations in a fast-paced corporate environment.

Ideal candidates have 3+ years of administrative experience and strong proficiency with Outlook, Word, Excel, PowerPoint and Teams.

Qualifications

• 3+ years of administrative assistant or executive support experience.
• High school diploma required; associate's or bachelor's degree preferred.
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint 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

Excellent written communication

Verbal communication

Organizational skills

Multitasking

Deadline prioritization

Education

High school diploma; associate's or bachelor's preferred

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Mars, Incorporated and its Affiliates is seeking an Administrative Assistant to provide comprehensive support to multiple leaders. You will manage calendars, coordinate meetings and travel, submit expenses, and assist with day-to-day operations in a fast-paced corporate environment.

Ideal candidates have 3+ years of administrative experience and strong proficiency with Outlook, Word, Excel, PowerPoint and Teams.