Executive Assistant

Mars • Chicago, IL

2d • $32 - $44 • Hybrid

About The Position

The Executive Assistant provides high-level administrative support to senior executives, managing schedules, meetings, communications, travel, and related activities to ensure the executive’s time is efficiently allocated. The role calls for strong organizational, communication, and problem-solving skills in a fast-paced environment, along with the ability to manage complexity and ambiguity at scale and deliver excellent customer service. The ideal candidate is interested in leadership effectiveness and business topics, communicates and negotiates effectively, and enjoys overcoming challenges in a collaborative team environment.

This position is based in Mars’s Chicago office at 400 North Aberdeen, with hybrid arrangements possible. Responsibilities include calendar and communication management, domestic and international travel and event coordination, meeting support, project assistance, budget and expense administration, and coordination with administrative colleagues and other departments. Other duties may be assigned based on capacity assessment.

Requirements

• Bachelor’s degree in business administration, communications, or a related field.
• At least 5 years of experience in an executive assistant or administrative role.
• Excellent written and verbal communication skills.
• Problem-solving and critical-thinking abilities.
• Strong attention to detail and ability to work independently.
• Ability to adapt to a dynamic, fast-paced work environment.
• Professional demeanor and ability to interact with senior executives and stakeholders.
• Excellent organizational and analytical skills; comfort managing competing priorities and leading projects and initiatives.
• Ability to switch between tasks, adapt to changing priorities, and deliver results efficiently and effectively.
• Working knowledge of Word, Excel, PowerPoint, Outlook, and MS Teams.
• Ability and interest in learning new tools and systems and managing frequent changes and upgrades.
• Integrity in handling confidential information sensitively.
• Comfort providing feedback, directing, and engaging with senior leaders.
• Sensitivity to different cultures and ways of being and thinking.
• Curiosity about business and decision-making in global organizations.

Responsibilities

• Maintain, organize, and prioritize the executive’s calendar; schedule internal and external meetings, appointments, and travel, and resolve scheduling conflicts.
• Interface with leadership, internal staff, clients, key stakeholders, high-profile individuals, and important personal contacts.
• Manage incoming and outgoing communications according to senior leader preferences and communication styles, ensuring timely responses and follow-ups.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Arrange domestic and international travel, including flights, hotels, and transfers.
• Coordinate internal and external meeting logistics, conferences, meeting rooms, catering, and guest arrivals.
• Attend meetings, take notes, and track action items.
• Plan events, including hotel blocks, group transportation, property searches, costs, meeting invitations, negotiations, and decision-making.
• Assist with or lead projects and initiatives as directed by the executive, ensuring deadlines and objectives are met.
• Assist with preparing and tracking budgets, expenses, and invoices; process reimbursements and ensure compliance with company financial policies.
• Collaborate with administrative assistants, staff, and departments to support smooth workflows and efficiency.
• Facilitate seamless interactions between stakeholders through internal and external communications for the executive.
• Perform other duties as required based on capacity assessment.

Benefits

• Competitive salary and benefits package
• Company bonus
• Medical benefits
• Dental benefits
• 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