Executive Assistant

Mars • Chicago, IL

9d • $44 - $60 • Onsite

About The Position

The Executive Assistant is a proactive and efficient executive business partner to global leaders. This highly visible role interacts with top executives and assistants around the world and involves managing complex schedules, coordinating projects, optimizing processes, and driving efficiency in a fast-paced environment. The successful candidate will be comfortable managing complexity and ambiguity on a global scale.

The position is onsite in Chicago, Illinois. Responsibilities include executive calendar and travel management, organizing meetings and events, supporting cross-functional initiatives, preparing business materials, coordinating communication across global teams, and processing expenses and other transactions.

Requirements

• 2–3 years in a global executive support, business operations, or project management role.
• An associate degree in a related field; a bachelor's degree is preferred.
• Excellent organizational and analytical skills, with the ability to manage conflict and lead projects and initiatives.
• Excellent verbal and written communication skills.
• Ability to build and maintain relationships with stakeholders.
• Professionalism and confidentiality, including balancing transparency with discretion.
• Ability to work independently and as part of a team and make sound decisions under pressure.
• High attention to detail and problem-solving skills.
• Proficiency in the Microsoft Office suite.

Nice To Haves

• Bachelor’s degree.

Responsibilities

• Manage complex executive calendars and make independent scheduling decisions based on priorities, using forward-thinking and strategic planning.
• Plan and organize extensive international and domestic travel.
• Complete paperwork, business invitation letters, and visa applications for the Executive, and provide expert guidance on the visa process.
• Plan and organize key internal and external domestic and international meetings and events while managing time and budget constraints.
• Manage cross-functional and cross-segment initiatives in close collaboration with senior leadership, ensuring project milestones are met.
• Communicate clearly and effectively, adapting communication styles for internal stakeholders and external partners.
• Prepare reports, presentations, and business documents to support executive decision-making.
• Support the Executive Assistant Team with event management and overflow work through collaboration and ownership.
• Work independently with minimal supervision and identify opportunities to improve processes and schedules.
• Serve as a central point of contact to support communication and coordination among global departments, segments, and teams.
• Process expense reports, purchase orders, wire transfers, and related items.
• Perform other tasks and duties as assigned.

Benefits

• Industry-competitive salary and benefits package, including company bonus.
• Medical and dental benefits.
• Participation in a 401(k) plan.
• Paid time off.
• Learning and development support from day one, including access to Mars University.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree