Executive Administration

About this role

Job Description: 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 candidat e   ha s   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:  

• Maintai n,   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.  

The base pay range for this position at commencement of employment is between the range listed below, however, base pay offered may vary depending on multiple individualized factors, including but not limited to job-related knowledge, skills, and experience. The total compensation package for this position will include variable pay, medical and dental benefits, participation in 401k plan, and paid time off benefits. Details of participation in these benefit plans will be provided if an applicant receives an offer of employment.

The pay range listed is applicable to IL:USD 32.31 - USD 44.43

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