Executive Coordinator

1 week ago

McLean, United States Mars Full time

Job Description:

What are we looking for?
  • Executive Administration Coordinator provides the highest level of effective and efficient support to senior leaders.
  • High level of attention to detail, excellent organizational skills and the ability to effectively collaborate with senior leaders and peers.
  • Heightened sense of urgency and ability to prioritize needs of multiple stakeholders;
  • Contribution to the coordinator team including but not limited to providing backup coverage, planning and participating in team trainings and team building activities
  • Advanced PowerPoint knowledge and skills; 

What will be your key responsibilities?
  • Plan & execute complex, detailed travel itineraries including all transportation, hotel accommodations; obtaining all necessary visas & travel documents.
  • Expense reporting and vacation tracking.
  • Actively manage/maintain electronic calendars and arrange telephone / video / telepresence conferences, meetings, and other appointments across multiple time zones.
  • Process all correspondence: calls/voice mail, mail, packages, faxes, invoices, as well as the printing, circulation, scanning, filing, shredding of documents.
  • Maintain up-to-date/accurate information on applicable databases, including Visitor’s Log, and Room Reservations.
  • Plan meetings/events including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, etc.
  • Print, collate, produce and distribute highly confidential books and/or special documents as requested.
  • Take the initiative to identify and undertake opportunities that add value to the efficient operation of the office.
  • Generate requisitions for Purchase Orders as necessary.

What can you expect from Mars?
  • Work with over 140,000 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.

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.

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