Executive Assistant - PO

Mars•Chicago, IL

1d•$36 - $49•Onsite

About The Position

Reporting to the Chief People Officer (CPO) of People & Organization (P&O) Accelerator, the Executive Administration Specialist role supports the Accelerator business—the division supporting KIND, Tru Fru, Nature's Bakery, and the newly acquired Kellanova brands. The role is responsible for providing the highest level of effective and efficient support to the segment / unit senior leaders.

Requirements

A bachelor’s degree in business administration, communications, or a related field is preferred.
3+ years of experience providing high-level administrative support to C-suite, VP, or senior leadership teams within a fast-paced, matrixed organization.
Proven track record of high-volume, proactive calendar management, expense reporting (e.g., Concur), and processing purchase orders / procurement requests.
Exceptional interpersonal and communication skills with absolute discretion when interfacing with executive leadership, high-profile stakeholders, and confidential business matters.

Nice To Haves

Experience working within Consumer-Packaged Goods (CPG), Food & Beverage, or high-growth work environments.
Advanced proficiency with modern collaboration and productivity tools, including Microsoft 365 (Teams, SharePoint, Outlook), enterprise ERP systems (e.g., SAP, Coupa), and virtual meeting technologies.
Prior experience managing offsite leadership summits, hotel room blocks, vendor negotiations, and group transportation logistics.

Responsibilities

Provide expense report support to Mars senior leaders.
Heavy calendar management with independent decision planning based on priorities which requires forward thinking & strategizing.
Process & update purchase order requests for multiple groups in the unit/segment.
Complete paperwork, business invitation letters, and applications to obtain Visas for LT and Sr. Leaders.
Point of Contact for Visa applications for LT and senior leaders. Expert knowledge and advice for visa process.
Plan and coordinate internal meeting logistics, video & audio (Skype/ Microsoft Teams) conferences, meeting rooms, catering, and guest arrival arrangements.
Global meeting planning; experience with global time zone planning.
External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
Arrange domestic and international travel – arrange flights, hotels & transfers.
Interfacing with leadership, internal staff, clients, key stakeholders, high-profile individuals and important personal contacts.
Assist Executive Coordinator Team Lead with event management & work overflow.
Other duties as required based on capacity assessment.