Strategic Executive Assistant to C-Suite Leaders

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

Job summary

Mars Incorporated’s Accelerator division seeks an Executive Administration Specialist to support senior leaders, manage complex calendars, and oversee visa processes for LT and Sr. Leaders.

You’ll coordinate travel, meetings, and procurement, ensuring efficient, confidential operations across global teams. The role emphasizes high discretion, collaboration with the Chief People Officer, and engagement with diverse stakeholders within a fast-paced, matrixed organization.

Qualifications

• Bachelor’s degree preferred.
• 3+ years of high-level administrative support to C-suite, VP, or senior leadership teams.
• Proven calendar management, expense reporting (e.g., Concur), and processing purchase orders.

Responsibilities

• Provide expense report support to Mars senior leaders.
• Heavy calendar management with independent decision planning.
• Process and update purchase order requests for multiple groups.
• Prepare paperwork, business invitation letters, and visa applications for LT and Sr. Leaders.
• Be the point of contact for visa applications for LT and senior leaders.
• Plan and coordinate internal meetings, video conferences, and guest logistics.
• Coordinate domestic and international travel (flights, hotels, transfers).
• Interface with leadership, staff, clients and key stakeholders.

Skills

Calendar management

Executive support

Expense reporting

Visa processing

Communication

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft 365

SAP

Coupa

SharePoint

Microsoft Teams

Job description

Mars Incorporated’s Accelerator division seeks an Executive Administration Specialist to support senior leaders, manage complex calendars, and oversee visa processes for LT and Sr. Leaders.

You’ll coordinate travel, meetings, and procurement, ensuring efficient, confidential operations across global teams. The role emphasizes high discretion, collaboration with the Chief People Officer, and engagement with diverse stakeholders within a fast-paced, matrixed organization.