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About the Role
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.
Responsibilities
- Strategically manage complex, multi-time-zone executive calendars with independent judgment, proactively resolving scheduling conflicts and aligning executive time with top business priorities.
- Plan and execute flawless, multi-leg domestic and international travel itineraries—including flights, ground transportation, lodging, and required travel documentation/visas.
- 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.
- Process expense reports accurately and promptly via SAP Concur; manage purchase orders (POs), track invoices, and facilitate new vendor onboarding.
- Serve as a polished, professional point of contact for board members, clients, senior leaders, and external stakeholders.
- Drive ad-hoc administrative projects and proactively identify opportunities to streamline processes and elevate operational efficiency.
- Partner with the broader administrative team to provide cross-coverage during absences and ensure uninterrupted operational support.
- Actively participate in administrative team meetings, training programs, and engagement initiatives.
- Assist in onboarding, mentoring, and sharing best practices with incoming administrative team members.
Requirements
- 5+ years of progressive administrative experience supporting senior-level managers, directors, or executive leadership.
- High School Diploma required; Bachelor’s degree or relevant business college coursework preferred.
- 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.
- Willingness to work overtime or adjust hours when project deadlines or executive travel demand extra support; occasional travel may be required.
- Mars does not sponsor visas for this role.
- This position is not eligible for relocation benefits.
Skills
- Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams)
- Adobe Acrobat
- SAP Concur
- Expense management platforms
- Travel management platforms
Location
- New York, NY
Work Type
- Onsite/ In Office
Experience Level
- 5+ years
Education Level
- High School Diploma
- Bachelor’s degree or relevant business college coursework preferred
Salary/Compensations
- USD 33.85 - USD 46.54
Benefits
- Company bonus
- Medical and dental benefits
- Participation in 401k plan
- Paid time off benefits
About the Company
- 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.