Executive Administration

Job Description

Job Description:

What are we looking for?
Executive Administration Coordinator 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 will be your key responsibilities?

• Plan & execute complex, detailed travel itineraries including all transportation, hotel accommodations; obtaining all necessary visas & travel documents.
• Expense reporting and vacation tracking.
• Actively manage/maintain electronic calendars and arrange telephone / video / telepresence 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.
• Maintain up-to-date/accurate information on applicable databases, including Visitor’s Log, and Room Reservations.
• Plan meetings/events including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, etc.
• Print, collate, produce and distribute highly confidential books and/or special documents as requested.
• Take the initiative to identify and undertake opportunities that add value to the efficient operation of the office.
• Generate requisitions for Purchase Orders as necessary.

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.
• A strong focus on 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.