Senior Executive Assistant to C-Suite

Mars Incorporated; Chicago (IL); On-site; USD 50,000 - 68,000; Full time

Job summary

Mars Incorporated is seeking an Executive Administration Specialist within Accelerator to support senior leaders and the Chief People Officer. You will handle high-level calendar management, travel arrangements, visa processing, and critical logistics coordination for global meetings.

Join a fast-paced, matrixed environment where discretion, strong communication, and strategic prioritization are essential. This role participates in ongoing projects across the accelerator division and offers

Qualifications

• A bachelor's degree in business or related field preferred.
• 3+ years of high-level administrative support to C-suite, VP, or senior leadership teams.
• Proven calendar management, expense reporting, and purchase order processing experience.

Responsibilities

• Provide expense report support to Mars senior leaders.
• Heavy calendar management with forward planning and prioritization.
• Process and update purchase order requests for multiple groups.
• Coordinate visa paperwork for LT and senior leaders; act as visa contact.
• Plan internal meetings, travel, and event logistics across time zones.
• Interfacing with leadership, staff, clients, and stakeholders.
• Assist Team Lead with events and overflow work.
• Other duties as capacity allows.

Skills

Executive support

Calendar management

Travel coordination

Procurement requests

Communication

Discretion

Education

Bachelor's degree

Tools

Concur

Microsoft 365

SAP

Coupa

Teams

SharePoint

Job description

Mars Incorporated is seeking an Executive Administration Specialist within Accelerator to support senior leaders and the Chief People Officer. You will handle high-level calendar management, travel arrangements, visa processing, and critical logistics coordination for global meetings.

Join a fast-paced, matrixed environment where discretion, strong communication, and strategic prioritization are essential. This role participates in ongoing projects across the accelerator division and offers