Executive Coordinator

Job Description:

What are we looking for?

• Bachelor's degree preferred or a combination of equivalent academic & work experience;
• A minimum of 8 years executive level secretarial/administrative expertise in a business environment.
• Strong interpersonal, oral and written communications skills.
• Ability to handle confidential information sensitively.
• Ability to develop and demonstrate "team player" relationships.
• Ability to interact with senior level management.
• Excellent organization and analytical skills.
• Ability to work in a high-pressure environment and respond to work situations quickly.
• Effectively manage multiple job responsibilities and adapt to changing priorities.
• Demonstrated Conflict Management Skills
• Use of expense reimbursement system (Concur preferred)
• Proficient technical skills (Word, Excel, PowerPoint, Outlook, OneNote, SharePoint, Internet)

What will be your key responsibilities?

• Provide expense report support to Mars senior leaders.
• Heavy calendar management with independent decision planning based on priorities which requires forward thinking & strategizing.
• Process & update purchase order requests for multiple groups in the unit/segment
• Complete paperwork, business invitation letters, and applications to obtain Visas for LT and Sr. Leaders. Point of Contact for Visa applications for LT and senior leaders. Expert knowledge and advice for visa process.
• Plan and coordinate internal meeting logistics, video & audio (Microsoft Teams) conferences, meeting rooms, catering, and guest arrival arrangements.
• Global meeting planning; experience with global time zone planning.
• External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
• Arrange domestic and international travel - arrange flights, hotels & transfers.
• Interfacing with leadership, internal staff, clients, key stakeholders, high-profile individuals and important personal contacts
• Assist Executive Coordinator Team Lead with event management & work overflow.
• Other duties as required based on capacity assessment.

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.

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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.