Executive Administration Coordinator I-B3 provides the highest level of effective and efficient support to senior leaders. The incumbent must have a high level of attention to detail, excellent organizational skills and the ability to effectively collaborate with senior leaders and peers. What are we looking for?
Bachelor's Degree or a combination of equivalent academic & work experience
A minimum of 5-7 years executive level administrative expertise in a fast- paced business environment
Excellent organization and analytical skills
Excellent technical skills and fluent with Work, Excel, PowerPoint, Outlook, and Concur
2+ years directly managing event strategy and execution
What will be your key responsibilities?
Plan & execute complex, detailed travel itineraries including all transportation, hotel accommodations; obtaining all necessary visas & travel documents for three executives.
Expense reporting and vacation tracking.
Proactively manage/maintain electronic calendars and arrange telephone / video conferences, meetings, and other appointments across multiple time zones.
Process all correspondence: calls/voice mail, mail, packages, faxes, invoices, as well as the printing, circulation, scanning, filing, shredding of documents.
Plan meetings/events including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, etc.
Maintain confidentiality and discretion in handling sensitive information to the efficient operation of the office.
Anticipate the needs of executives and take proactive steps to address them
Act as a trusted advisor to executives, providing valuable insights and recommendations
Takes initiative to streamline processes and improve efficiency in executive workflows
Generate requisitions for Purchase Orders as necessary.
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.
Mars is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.
