The Executive Assistant provides proactive, high-level administrative support to senior executives on the North American Leadership Team. This role is responsible for managing complex calendars, coordinating travel and expenses, and facilitating effective communication on behalf of the executives. As a key liaison to internal teams and external stakeholders, the EA ensures seamless coordination and workflow management. The position requires strong problem-solving, organization, and communication skills, along with the ability to manage ambiguity and shifting priorities. Success in this role depends on discretion, attention to detail, and a commitment to operational excellence in a fast-paced environment.
What are we looking for?
Education & Professional Qualifications
- BA/BS Business Administration preferred, Associate's degree required
- Executive assistant or personal assistant certifications preferred
- 7+ years experience asa C-Suite Executive Assistant or in a similar administrative role.
- Strong proficiency in Microsoft Office Suite including TEAMS, AI, and familiarity with tools such as Google Workspace, Concur, or similar platforms.
- Ability to exercise discretion, maintain confidentiality, and handle sensitive information with integrity.
- Demonstrated ability to work independently, think critically, navigate ambiguity, and act with a sense of urgency.
- Exceptional organizational, communication, and interpersonal skills.
What will be your key responsibilities?
Calendar Management
- Heavy and complex calendar management with independent decision planning based on priorities, which requires forward-thinking & strategizing.
- Communicate timely and clearly with stakeholders.
Travel Coordination
- Independently coordinate all travel logistics, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
- Ensure timely confirmation and delivery of travel plans aligned with company policies and travel restrictions.
Expense Reporting
- Accurately track, process, and submit expense reports in a timely manner, ensuring compliance with company policies.
- Maintain supporting documentation and work with the finance team to resolve discrepancies.
Communication & Coordination
- Complete paperwork, business invitation letters, and applications as needed.
- Prepare reports, presentations, team documents as needed.
- Coordinate on site logistics for large business meetings sponsored by leadership team.
- Provide support on team projects as needed.
Confidentiality & Discretion
- Manage sensitive company and personnel information with the highest level of confidentiality.
- Safeguard proprietary data and handle confidential matters with discretion and professionalism.
What can you expect from Mars?
- Work with 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.
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