Job Level:
Business Operations-B4Job Description:
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
Knowledge/Experience
- 7+ years experience as a 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.
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.
- 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.
#LI-KS1
#LI-Hybrid
Skills:
Action Planning, Assessment, Data Collection and Analysis, Data Control, Masters Service Conversations, Numerical Skills, Planning and Organizing, Policy and Procedures, Strengthens Customer Connections, Verbal CommunicationCompetencies:
Communicates Effectively, Customer Focus, Drives Results, Ensures Accountability, Plans and Aligns, Tech SavvyThe 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 shown is applicable to all locations listed within the job posting:USD 37.11 - USD 51.02Similar Jobs
What We Do
For more than a century, Mars, Incorporated has been driven by the belief that the world we want tomorrow starts with how we do business today. This idea is at the center of who we have always been as a global, family-owned business. Today, Mars is transforming, innovating and evolving in ways that affirm our commitment to making a positive impact on the world around us.
Across our diverse and expanding portfolio of confectionery, food, and petcare products and services, we employ 133,000 dedicated Associates who are all moving in the same direction: forward. With $40 billion in annual sales, we produce some of the world’s best-loved brands including DOVE®, EXTRA®, M&M’s®, MILKY WAY®, SNICKERS®, TWIX®, ORBIT®, PEDIGREE®, ROYAL CANIN®, SKITTLES®, WHISKAS®, COCOAVIA®, and 5™; and take care of half of the world’s pets through our pet health services AniCura, Banfield Pet Hospitals™, BluePearl®, Linnaeus, Pet Partners™, and VCA™.
We know we can only be truly successful if our partners and the communities in which we operate prosper as well. The Mars Five Principles – Quality, Responsibility, Mutuality, Efficiency and Freedom – inspire our Associates to take action every day to help create a world tomorrow in which the planet, its people and pets can thrive.
