Strategic Executive Assistant – Global Calendar & Travel

Mars, Incorporated and its Affiliates; New York (NY); On-site; USD 64,000 - 88,000; Full time

Benefits offered by this job

Company bonus

Mars University

Learning & development support

Job summary

Mars, Incorporated and its Affiliates in New York, NY is seeking an Executive Assistant to provide high-level administrative partnership to 2–4 senior executives, managing calendars and global travel onsite.

The role demands discretion, integrity, and a proactive mindset, with responsibilities spanning calendar management, travel logistics, meeting coordination, vendor administration, and cross-functional collaboration to support business priorities.

Qualifications

• 5+ years of progressive administrative experience supporting senior-level managers, directors, or executive leadership.
• High School Diploma required; Bachelor's degree or relevant coursework preferred.
• Proficiency in Microsoft Office Suite and Adobe Acrobat; experience with SAP Concur.
• Ability to adapt to fast-paced environments and manage complex calendars.
• Willingness to work overtime and occasional travel.

Responsibilities

• Manage complex, multi-time-zone calendars with independent judgment and prioritization.
• Plan and coordinate global travel including flights, lodging, and visas.
• Organize meetings, leadership summits, and client visits with full logistics.
• Serve as executive liaison with board members and external stakeholders.
• Drive special projects to improve administrative efficiency.

Skills

Executive support

Calendar management

Travel planning

Vendor administration

Communication

Education

High School Diploma

Bachelor’s degree or relevant coursework preferred

Tools

Microsoft Office Suite

Adobe Acrobat

SAP Concur

Job description

Mars, Incorporated and its Affiliates in New York, NY is seeking an Executive Assistant to provide high-level administrative partnership to 2–4 senior executives, managing calendars and global travel onsite.

The role demands discretion, integrity, and a proactive mindset, with responsibilities spanning calendar management, travel logistics, meeting coordination, vendor administration, and cross-functional collaboration to support business priorities.