Executive Assistant

Executive Assistant

Location: New York, NY

Workstyle: Onsite/ In Office

Mars does not sponsor visas for this role. This position is not eligible for relocation benefits

We are seeking an exceptional, highly motivated Executive Assistant to deliver comprehensive, high-level administrative partnership to 2–4 senior executive leaders. In this critical role, you will serve as a strategic gatekeeper and operational hub—managing complex calendars, orchestrating global travel, and anticipating business needs before they arise.

The ideal candidate operates with unwavering integrity, discretion, and a relentless commitment to excellence. If you thrive in fast-paced environments, excel at navigating ambiguity, and take pride in seamless execution, we invite you to apply.

Key Responsibilities

Executive Support & Strategic Operations

• Calendar & Priority Management: Strategically manage complex, multi-time-zone executive calendars with independent judgment, proactively resolving scheduling conflicts and aligning executive time with top business priorities.
• Global Travel & Logistics: Plan and execute flawless, multi-leg domestic and international travel itineraries—including flights, ground transportation, lodging, and required travel documentation/visas.
• Meeting & Event Coordination: Organize high-impact internal and external meetings, leadership summits, and client visits. Manage full-lifecycle logistics: venue sourcing, room reservations, AV/tech setup, catering, hotel room blocks, and group transportation.
• Financial & Vendor Administration: Process expense reports accurately and promptly via SAP Concur; manage purchase orders (POs), track invoices, and facilitate new vendor onboarding.
• Executive Liaison: Serve as a polished, professional point of contact for board members, clients, senior leaders, and external stakeholders.
• Special Projects & Continuous Improvement: Drive ad-hoc administrative projects and proactively identify opportunities to streamline processes and elevate operational efficiency.

Administrative Team Partnership & Culture

• Collaborative Support: Partner with the broader administrative team to provide cross-coverage during absences and ensure uninterrupted operational support.
• Team Development: Actively participate in administrative team meetings, training programs, and engagement initiatives.
• Knowledge Sharing: Assist in onboarding, mentoring, and sharing best practices with incoming administrative team members.

What We Are Looking For

• Experience: 5+ years of progressive administrative experience supporting senior-level managers, directors, or executive leadership.
• Education: High School Diploma required; Bachelor's degree or relevant business college coursework preferred.
• Technical Mastery:
  • Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams) and Adobe Acrobat.
  • Hands-on experience with expense and travel management platforms (e.g., SAP Concur).
  • Fast learner with the ability to adopt new enterprise software, tools, and digital workflows quickly.
• Flexibility & Commitment: Willingness to work overtime or adjust hours when project deadlines or executive travel demand extra support; occasional travel may be required.

What can you expect from Mars?

• Work with over 130,000 diverse and talented Associates, all guided by the Five Principles.
• Join a purpose driven company, where we're striving to build the world we want tomorrow, today.
• Best-in-class learning and development support from day one, including access to our in-house Mars University.
• An industry competitive salary and benefits package, including company bonus.

The base pay range for this position at commencement of employment is between the range listed below, however, base pay offered may vary depending on multiple individualized factors, including but not limited to job-related knowledge, skills, and experience. The total compensation package for this position will include variable pay, medical and dental benefits, participation in 401k plan, and paid time off benefits. Details of participation in these benefit plans will be provided if an applicant receives an offer of employment.

The pay range shown is applicable to all US locations listed within the job posting: USD 64,000.00 - USD 88,000.00