Global Executive Assistant — Scheduling, Travel & Projects

mars; United States; On-site; USD 61,000 - 83,000; Full time

Benefits offered by this job

Medical and dental benefits

401k plan

Paid time off

Job summary

Mars in Chicago, IL is seeking an Executive Assistant to partner with global leaders. This onsite role requires proactive scheduling, complex travel planning, and the ability to drive efficiency in a fast-paced environment.

You will manage calendars, coordinate cross-functional initiatives, prepare reports, and support visa processes and events. The ideal candidate thrives under pressure, communicates clearly, and maintains confidentiality while collaborating with senior teams.

Qualifications

• 2–3 years in global executive support or related roles.
• Associate’s degree or Bachelor's degree preferred.
• Excellent organization, analytical, and project leadership skills.
• Excellent verbal and written communication.
• Ability to build relationships with stakeholders.
• Professionalism and confidentiality.
• Ability to work independently and under pressure.
• High attention to detail and problem-solving.
• Proficiency in Microsoft Office suite.

Responsibilities

• Heavy calendar management with priority-based planning and forward-thinking.
• Plan and organize extensive international and domestic travel arrangements.
• Prepare visa paperwork and letters; advise on visa processes.
• Organize key meetings and events (domestic and international) while managing time and budget.
• Manage cross-functional initiatives with senior leadership and ensure milestones.
• Communicate effectively with internal and external stakeholders.
• Prepare reports and presentations for executive decision-making.
• Support events and team overflow with collaboration.
• Work independently with minimal supervision.
• Serve as central point of contact across global teams.
• Process expense reports, purchase orders, wire transfers, etc.
• Perform other duties as assigned.

Skills

Executive support

Calendar management

Communication

Stakeholder management

Problem solving

Attention to detail

Independent work

Confidentiality

Education

Associate's degree

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Mars in Chicago, IL is seeking an Executive Assistant to partner with global leaders. This onsite role requires proactive scheduling, complex travel planning, and the ability to drive efficiency in a fast-paced environment.

You will manage calendars, coordinate cross-functional initiatives, prepare reports, and support visa processes and events. The ideal candidate thrives under pressure, communicates clearly, and maintains confidentiality while collaborating with senior teams.