Executive Assistant

Mars - Mount Olive, NJ (30+ days ago)4.0

A mutually rewarding experience.

Work. Realize your ambitions. And realize there’s more to being in business than just making a profit. That’s the Mars philosophy. And the opportunity we offer every one of our Associates. An opportunity to take what you do and make it mean more for you, for those around you and for the planet. What you get here is challenging, interesting work. You get the tools you need to do a great job and you get to have the best possible people on your side to help you do it. And at the same time as getting to find ways to do business better today than we did it yesterday and driving a great career, you also get to build a more enlightened business and drive sustainability.

Because it’s never just about a single person, a single project or a single brand. It’s about how you can grab everything that’s within your reach here and use it to pursue mutual, long-term gain. It’s about having ideas. And ideals. Being prepared to risk failure because the promise of success means we’ll all be a little better off. It’s that mix of integrity and ambition that makes Mars such a special place to work. And why working here is always about more than just a job.

About Mars, Incorporated

Mars is a family-owned business with more than a century of history making diverse products and offering services for people and the pets people love. With almost $35 billion in sales, the company is a global business that produces some of the world’s best-loved brands: M&M’s®, SNICKERS®, TWIX®, MILKY WAY®, DOVE®, PEDIGREE®, ROYAL CANIN®, WHISKAS®, EXTRA®, ORBIT®, 5™, SKITTLES®, UNCLE BEN’S®, MARS DRINKS and COCOAVIA®. Mars also provides veterinary health services that include BANFIELD® Pet Hospitals, Blue Pearl®, VCA® and Pet Partners™. Headquartered in McLean, VA, Mars operates in more than 80 countries. The Mars Five Principles – Quality, Responsibility, Mutuality, Efficiency and Freedom – inspire its more than 100,000 Associates to create value for all its partners and deliver growth they are proud of every day.

Executive Assistant

Location - Mount Olive (Budd Lake), NJ

Job Purpose/Overview:
The Executive Assistant will work directly with the executives, other staff and assistants and will be responsible for heavy calendar management as well as other administrative and office management duties. Executive C – Level Experience, reliable and task-oriented Executive Assistant to our CIO and CTO level executives. The ideal candidate is highly self-motivated (a self-starter), professional, problem solver, rigorous planner, independent/team player balance, proactive organizational guru, display grace under pressure, ability to shift priorities in a fast pace office environment and have great enthusiasm to learn and join a fast-paced, creative company. Candidate requires global company experience to deal with international planning. This position reports into the Executive Coordinator Team Lead. In addition, the role will involve working closely with the Executive Coordinators on local/global projects and work overflow assistance.

Provide expense report support to the CIOs & CTO.
Heavy calendar management with independent decision planning based on priorities which requires forward thinking & strategizing.
Process & update purchase order requests
Obtain travel visas as necessary. Expert knowledge and advice for visa process.
Plan and coordinate internal meeting logistics, video & audio (skype) conferences, meeting rooms, catering, guest arrival arrangements.
Global meeting planning, experience time zone planning.
External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites,
Arrange domestic and intercut international travel – arrange flights, hotels & transfers
Juggle multiple responsibilities and balance interruptions with priorities
Willingness and flexibility to adapt to new responsibilities
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

Associate's degree or a combination of equivalent academic & work experience
A minimum of 4 years executive level secretarial/administrative expertise in a business environment.
Strong interpersonal, oral and written communications skills.
Ability to handle confidential information sensitively.
Ability to develop and demonstrate “team player” relationships.
Ability to interact with senior level management.
Excellent organization and analytical skills.
Ability to work in a high-pressure environment and respond to work situations quickly.
Effectively manage multiple job responsibilities and adapt to changing priorities.
Demonstrated Conflict Management Skills
Use of expense reimbursement system or similar (Concur preferred)
Proficient technical skills (Word, Excel, PowerPoint, Outlook, OneNote, SharePoint, Internet)

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.