Head Of Administration

Job Description

Job Description:

Head of Administration for Mars Food & Nutrition - Salary competitive & negotiable - 20% annual bonus* - London, Paddington

The Head of Administration serves as the right hand to the Global President Mars Food & Nutrition to ensure the smooth and efficient operation of the Presidents office. The position will require the jobholder to perform various functions – from advisor, to integrator to overall gatekeeper. The Head of Administration will play a key role in connecting the dots across the business to help set and manage the Presidents overall agenda. They will be responsible for ensuring that the President is appropriately briefed and up to speed on all critical elements prior to key interactions and on an ongoing basis. To facilitate this, the role will prioritize, delegate and complete work on behalf of the President, including preparing reports, presentations, manage and monitor correspondence and undertake special projects.

This position requires exceptional business acumen, discretion, networking, resilience, organizational skills and the ability to manage ambiguity and confidential information with absolute composure.

To enable the role and the Presidents success, close coordination of the EA team will be required so as to ensure core administrative elements are managed to the highest possible standards.

What are we looking for?

Knowledge / Experience

• Demonstrated ability to manage highly complex, ambiguous, multi-faceted business operations or programmes.
• Executive mindset and ability to think strategically. Understand the business purpose, objectives, and priorities to proactively plan for future events and anticipate actions to take if priorities change.
• Effective decision making.
• Strong interpersonal skills and the ability to work effectively with individuals at all levels of the organization as the role will embody and reflect the organization's culture through interactions.
• Ability to Influence senior leaders, demonstrating strong command skills, customer focus and dealing with ambiguity.
• Exceptional organizational and time management skills.

• Strong attention to detail and accuracy.
• Ability to maintain professionalism and composure under pressure.
• Excellent written and verbal communication abilities with expert command of the English language to uphold the highest standards for all written correspondence and communication.
• Demonstrated ability to handle confidential information with discretion.
• Responsiveness, flexibility, and adaptability to changing priorities and deadlines. Ability to work with a keen sense of urgency and be able to adapt as needed and focus work on the most critical.
• Empathy and ability to understand how senior executives operate to ensure their effectiveness and wellbeing

• Technological skills and experience - proficiency in Microsoft Office Suite and other relevant software applications including project management tools, video meeting and conference software. Important to have a fluidity and range of tech knowledge and keep up to date with the best productivity, organizational, and project management tools.

Education & Professional Qualifications

• A Bachelor's degree in Business Administration, Management, Communication or related field

What will be your key responsibilities?

Email and Communication Management:

• Monitor and manage the F&N President's email and systems inbox, understanding the priority level and flagging the most important.
• Draft and edit correspondence on behalf of the F&N President, ensuring timely responses to critical communication.
• Serve as a point of contact for internal and external stakeholders.
• Prepare and distribute correspondence, presentations, reports, and other documents as needed. Draft and review both verbal and written communication, including speech writing and presentations across various forums.
• Conduct research and compile data to support effective decision-making processes by ensuring President's preparedness to make decisions.
  

Time Management and Effective Diary Coordination:

• Act as the air traffic controller of the F&N President's office ensuring effective time and diary management.
• Understand working style and preferences and collaborate with the broader EA team to coordinate and maintain the calendar including scheduling meetings, appointments and ensuring appropriate travel arrangements have been made via the EA team.
• Provide reminders and briefing for upcoming meetings and events. Follow up with necessary stakeholders to ensure Inputs for the events are made In timely manner.
• Anticipate the needs of the F&N President and proactively address these by thinking strategically through all the activities and contingencies of the day and proactively resolve issues quickly to minimise impact.
• Prioritize and manage multiple tasks simultaneously, ensuring deadlines are met.
• Ensure work processes are efficient and operate to the highest standard, Including manage relevant system work steps and approvals as needed.
• Ensure President's calendar enables them to role model healthy and energized ways of working.
  

Confidentiality:

• You will be privy to a range of confidential and restricted information and appropriate care must be taken to uphold the standards and confidentiality of the F&N President's office.
• Handle confidential information with discretion and professionalism, ensuring your knowledge does not impact how you work with others.

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* bonus is paid at 100% if business targets are fully met. This may vary.

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.