Executive Administration

Title: Executive Assistant

Location: Chicago, IL (in the new 400 North Aberdeen Chicago office with hybrid arrangements possible)

Position Overview:

The Executive Assistant (EA) is responsible for providing high-level administrative support to senior executives. This role involves managing schedules, organizing meetings, handling communications, and ensuring that the executive's time is efficiently allocated. The EA must possess strong organizational, communication, and problem-solving skills to work effectively in a fast-paced environment. The ideal candidate has an interest in leadership effectiveness and business-related topics. They have experience managing complexity and ambiguity on scale and know how to provide excellent customer service. They will have outstanding communication and negotiation skills and enjoy overcoming challenges in a team/collaborative environment.

Key Responsibilities:

Calendar Management:

• Maintain, organize, prioritize and resolve conflicts with the executive’s calendar by scheduling internal and external meetings, appointments, and travel arrangements.

• Prioritize and resolve conflicts regarding scheduling, ensuring the executive's time is efficiently utilized.

Communication Management:

• 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.

Meeting and Event Coordination:

• 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.

Project Support:

• Assist with or lead specific projects and initiatives as directed by the executive, ensuring deadlines and objectives are met.

Budget and Expense Management:

• Assist with the preparation and tracking of budgets, expenses, and invoices.

• Process reimbursements and ensure adherence to company policies for financial matters.

Team Coordination:

• 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.

Other duties as required are based on capacity assessment

Required Skills and Qualifications:

• Excellent written and verbal communication skills.

• Problem-solving and critical thinking abilities.

• Strong attention to detail and ability to work independently.

• Ability to adapt to a dynamic, fast-paced work environment.

• A professional demeanor and the ability to interact with high-level executives and stakeholders.

• Excellent organization and analytical skills, comfortable managing competing priorities and leading projects and initiatives.

• Effectively switch between tasks and adapt to changing priorities, while efficiently and effectively delivering results.

• Working knowledge of Word, Excel, PowerPoint, Outlook, MS Teams.

• Ability and interest in learning new tools and systems and managing frequent changes and upgrades.

• Integrity in handling confidential information sensitively.

• Comfortable providing feedback, directing, and engaging with senior leaders.

• Sensitive about cultures, and different ways of being and thinking.

• Curious about business, in general, and how decisions are made in global organizations.

Education & Experience:

• A bachelor’s degree in business administration, communications, or a related field.

• At least 5 years of experience in an executive assistant or administrative role is required.

What can you expect from Mars?

• Work with over 130,000 diverse and talented Associates, all guided by the Five Principles.

• Join a purpose driven company, where we’re striving to build the world we want tomorrow, today.

• Best-in-class learning and development support from day one, including access to our in-house Mars University.

• An industry competitive salary and benefits package, including company bonus.