Administrative Assistant - BFY

Mars•Chicago, IL

17d•$32 - $44•Onsite

About The Position

As an Administrative Assistant at Mars Snacking, you will bring your advanced interpersonal and organizational skills to provide high-level administrative support to Senior Leaders within Accelerator’s Better-For-You Business Unit. In this role, you aren't just managing complex schedules—you are a key facilitator of collaboration, helping senior leadership maintain focus on strategy and impact. You will act as a trusted partner, staying structured, composed, and solution-oriented in a fast-moving, dynamic environment.

Requirements

High School Diploma or equivalent
5+ years of experience as an Administrative Assistant, ideally supporting Vice President level leaders in a fast-paced corporate environment.
Exceptional written and verbal communication skills to connect professionally with Associates, customers, and external stakeholders.
Strong organizational skills, a strong bias for action, acute attention to detail, good judgment, and the ability to maintain a high level of confidentiality.
High proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) with a proven ability to create, edit, and proof high-impact, confidential presentations.
Experience with enterprise systems for expense reporting, human resources, and accounts payable (such as Concur, Workday, or SAP).
Proven problem-solving skills and the ability to work effectively under deadlines, managing conflicting priorities with composure.

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Manage complex and dynamic calendars up to a year in advance. Make independent, strategic scheduling decisions based on shifting business priorities, coordinating both on-site and off-site leadership meetings.
Arrange detailed domestic and international travel logistics, obtain necessary travel documentation (visas, invitation letters), and process comprehensive expense reports in a timely manner.
Assist in creating, drafting, and editing confidential PowerPoint presentations, communications, and organizational postings for senior leadership.
Coordinate and develop engaging materials for Town Hall meetings, including organizing welcomes, service anniversaries, and recognition programs for top-achieving Associates.
Assist in managing administrative budgets, processing purchase order requests, and handling sensitive operational materials to ensure smooth team operations.
Serve as a welcoming point of contact for the leadership team, working collaboratively with Associates at all levels and from diverse backgrounds.