Global Executive Assistant: Calendars, Travel & Projects

Mars; Chicago (IL); On-site; USD 60,000 - 83,000; Full time

Benefits offered by this job

Mars benefits

Job summary

Mars in Chicago, IL seeks an Executive Assistant to partner with global leaders, manage complex schedules, coordinate travel, and drive efficiency. This onsite role demands superb organizational and communication skills, confidentiality, and the ability to navigate ambiguity on a global scale.

You will support senior leadership with meetings, reports, and project coordination, while maintaining strong stakeholder relationships and a proactive approach to process improvements.

Qualifications

• 2–3 years in global executive support, business operations, or project management.
• Excellent organization and communication skills essential.
• Ability to manage conflict and lead projects with discretion.
• Professional confidentiality and independent work capability required.

Responsibilities

• Heavy, complex calendar management with forward planning.
• Plan and organize extensive international and domestic travel.
• Prepare visa paperwork and provide guidance on visa processes.
• Schedule key internal and external meetings and events with budget awareness.
• Coordinate cross-functional initiatives with senior leadership.
• Communicate clearly with diverse audiences and prepare reports and presentations.
• Support event management and handle work overflow.
• Work independently with minimal supervision and seek process improvements.
• Act as central point of contact among global departments and teams.
• Process expense reports, purchase orders, and wire transfers.

Skills

Organizational skills

Analytical skills

Verbal communication

Written communication

Relationship building

Decision making under pressure

Attention to detail

Problem solving

Education

Associate's degree or Bachelor's degree preferred

Tools

Microsoft Office

Job description

Mars in Chicago, IL seeks an Executive Assistant to partner with global leaders, manage complex schedules, coordinate travel, and drive efficiency. This onsite role demands superb organizational and communication skills, confidentiality, and the ability to navigate ambiguity on a global scale.

You will support senior leadership with meetings, reports, and project coordination, while maintaining strong stakeholder relationships and a proactive approach to process improvements.