Executive Assistant & Legal Coordinator

Job Description:

Purpose of Role

The Executive Assistant & Legal Coordinator plays a critical role in supporting the Pet Nutrition Europe Legal Team by combining executive support and legal operations responsibilities.

This role acts as a key operational partner to the Associate General Counsel and the Legal Team, helping ensure efficient delivery of legal services across Pet Nutrition Europe. The Associate coordinates legal processes, legal reporting – including litigation, manages legal budgets and external counsel administration, facilitates governance and compliance activities, maintains legal knowledge resources, and serves as a trusted point of contact for internal and external stakeholders.

The role requires a highly organized, proactive, and collaborative individual who can manage multiple priorities, drive process excellence, and contribute to the continuous improvement of the Legal function.

Principal Accountabilities

Executive Assistant & Legal Coordination Support

• Provide executive and administrative support to the Associate General Counsel.
• Manage selected calendar, travel, communication, and coordination activities as required.
• Coordinate team meetings, leadership calls, workshops, and off-site events.
• Prepare agendas, track actions, maintain meeting records, and support follow-up activities.

Legal Operations & Process Management

• Coordinate legal matters and projects, including stakeholder follow-up, document collection, tracking of actions and reporting obligations.
• Coordinate and execute internal legal processes across the region, including litigation reporting.
• Drive continuous improvement of legal processes, templates, workflows, and operational efficiencies.
• Support implementation of Legal Operations initiatives and technology solutions.

Knowledge Management & Legal Resources

• Maintain and continuously improve the Legal team's SharePoint sites, knowledge management, and collaboration platforms.
• Develop, maintain and continuously improve legal playbooks, templates, guidance documents and training materials to support efficient self-service by business stakeholders.
• Support the development and maintenance of self-service legal resources.
• Support adoption of legal technology, automation and AI-enabled knowledge management solutions.

Budget & External Counsel Management

• Coordinate legal budget administration
• Pro-active monitoring and follow-through of external counsel budget
• Support accruals and forecasting activities.
• Coordinate interactions and administrative processes with external law firms.

Compliance & Ethics

• Maintain documentation and reporting related to compliance initiatives.
• Partner with Legal and Compliance teams to support ethics and compliance programs and communications.

Supporting Competencies

Integrity & Trust

Planning & Organizing

Priority Setting

Action Orientation

Continuous Improvement

Communication

Key Functional Skills & Knowledge

Executive Support & Coordination

• Strong organizational and planning skills

• Ability to manage multiple priorities and stakeholders
• Excellent written and verbal communication skills in English
• High attention to detail and proactive follow-through

• Stakeholder Management & Collaboration

Digital & Collaboration Tools

• Strong proficiency in Microsoft 365, SharePoint and collaboration platforms

• Ability to adopt and leverage new technologies and tools

Legal Operations & Business Support

• Understanding of legal, compliance or governance processes
• Experience coordinating projects, budgets, reporting and external vendors
• Ability to handle confidential information, exercise sound judgment, and demonstrate sensitivity to legal and compliance matters
• Strong attention to detail and ability to identify, escalate and follow through on legal and business risks appropriately

Key Experiences

• 1-2 years of experience in legal operations, legal coordination, executive support, compliance, governance, project management or similar corporate functions.

• Experience coordinating multiple stakeholders, projects and competing priorities in a fast-paced international environment.
• Experience supporting legal, compliance, governance or other corporate functions through process management, reporting and operational support.
• Experience managing budgets, invoices, external vendors or professional services providers is desirable.
• Strong proficiency with Microsoft 365, SharePoint and collaboration technologies.

Desired Education

• Degree in Law, Legal Studies, Business Law, or a related field preferred.
• Equivalent professional experience will also be considered.
• Additional qualifications or experience in legal operations, compliance, governance, contract management or project management are advantageous.

At Mars, we are guided by our Five Principles: Quality, Responsibility, Mutuality, Efficiency, and Freedom. We are looking for an associate who demonstrates integrity, collaboration, curiosity, ownership, and a passion for continuous improvement while helping the Legal Team deliver practical, business-focused legal support across Pet Nutrition Europe.