Strategic Executive Assistant – Sales & Leadership Support

Mars; Chicago (IL); On-site; USD 75,000 - 103,000; Full time

Benefits offered by this job

Company bonus

401k plan

Paid time off

Job summary

Mars Accelerator division is seeking an Executive Assistant (EA) for Sales in Illinois to manage the executive’s schedule, meetings, and communications in a fast-paced environment. You will support senior leaders, coordinate travel, and oversee multiple projects and events, including the National Sales Meeting, while ensuring seamless collaboration with internal teams.

The role requires a bachelor’s degree and 3+ years in an EA/administrative capacity, exceptional written and verbal

Qualifications

• Bachelor's degree in business administration, communications, or related field.
• At least 3 years of experience in an executive assistant or administrative role.
• Excellent written and verbal communication.
• Problem-solving and critical thinking.
• Attention to detail; ability to work independently.
• Adapt to dynamic, fast-paced work environment.
• Interacting with high-level executives and stakeholders.
• Organizational and analytical skills; manage competing priorities and lead projects.
• Switch between tasks and adapt to changing priorities; deliver results.
• Experience supporting a Sales organization preferred; communicating with key stakeholders and customers.

Responsibilities

• Maintain, organize, prioritize and resolve conflicts with the executive’s calendar by scheduling meetings, appointments, and travel arrangements.
• Prioritize and resolve conflicts regarding scheduling, ensuring the executive's time is efficiently utilized.
• Interface with leadership, internal staff, clients, key stakeholders, high-profile individuals, and important personal contacts.
• Manage incoming and outgoing communications based on Sr leader preferences and communication styles ensuring timely responses and follow-ups.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Arrange domestic and international travel – arrange flights, hotels & transfers.
• Plan and coordinate internal and external meeting logistics, conferences, meeting rooms, catering, and guest arrival arrangements.
• Attend meetings, take notes, and track action items.
• Event planning that includes hotel blocks, group transportation, property search, costs, meeting invites, negotiations and decision making.
• Assist with or lead specific projects and initiatives as directed by the executive, ensuring deadlines and objectives are met.
• Engage with planning and execution of the National Sales Meeting
• Assist with the preparation and tracking of budgets, expenses, and invoices.
• Process reimbursements and ensure adherence to company policies for financial matters.
• Collaborate with other administrative assistants, staff, and departments to ensure smooth workflow and efficiency.
• Manage internal and external communications for the executive, facilitating seamless interaction between stakeholders.
• Managing 2-3 direct reports of other Executive Assistants within the function to provide guidance and alignment.
• Other duties as required are based on capacity assessment.

Skills

Communication

Organizational skills

Problem solving

Attention to detail

Adaptability

Stakeholder management

Analytical skills

Education

Bachelor’s degree in business administration, communications, or related field

Tools

Word

Excel

PowerPoint

Outlook

MS Teams

Job description

Mars Accelerator division is seeking an Executive Assistant (EA) for Sales in Illinois to manage the executive’s schedule, meetings, and communications in a fast-paced environment. You will support senior leaders, coordinate travel, and oversee multiple projects and events, including the National Sales Meeting, while ensuring seamless collaboration with internal teams.

The role requires a bachelor’s degree and 3+ years in an EA/administrative capacity, exceptional written and verbal