Executive Coordinator

Job Description

Job Description:

Title: Executive Coordinator

Location: McLean, VA

Workstyle: Onsite

Mars does not sponsor visas for this role. This position is not eligible for relocation benefits

The purpose of the Executive Coordinator is to provide the highest level of effective and efficient support to Senior Leaders. This Associate must have a high level of attention to detail, excellent organizational skills, and the ability to effectively and professionally collaborate with senior leaders and peers.

What will be your key responsibilities?

Administrative support to Senior Leaders:

• Plan and execute complex, detailed domestic and international travel itineraries including all transportation, hotel accommodations, flights/trains and obtain all necessary travel documents.
• Manage complex calendars with independent decision making based on priorities which requires forward thinking and strategizing as well as comfort in scheduling within various time zones.
• Plan and coordinate internal meetings including reserving meeting rooms, catering, guest arrival arrangements.
• Plan and coordinate external meetings including hotel blocks, group transportation, property search, costs analysis, sending meeting invites, making food arrangements, etc.
• Process visas and passport renewals.
• Manage and prepare expenses and submit reports in Concur.
• Process and update purchase order requests in Ariba and set up new vendors.
• Interface professionally with leadership, internal staff, clients, key stakeholders and high-profile individuals.
• Undertake all assigned and ad hoc projects as requested.
• Take the initiative to identify and undertake opportunities that add value to the efficient operation of the team.

Active member on Administrative Team:

• Provide coverage for absent team members; assist in team member support as needed.
• Participate actively in Coordinator team meetings, trainings and engagement activities.
• Assist with onboarding new Coordinators and sharing knowledge.

What are we looking for?

• High School diploma required, business college courses or bachelor’s degree preferred.
• A minimum of three years’ experience supporting senior managers or related experience/knowledge.
• Prior experience and above average proficiency in current software packages.

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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