Offers “Mars”

Expires soon Mars

Executive Coordinator/Administrative Assistant, (McLean, VA)

  • Mclean, USA
  • Accounting / Management control

Job description



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.

Internal Position Title: Executive Coordinator

Reports To: Administrative & Office Services Manager

Location: McLean, VA (MVA)

Purpose of Role: The purpose of the Executive Coordinator role is to provide the highest level of effective and efficient administrative support to senior leaders. The incumbent must have a high level of attention to detail, excellent organizational skills and the ability to effectively collaborate with senior leaders and peers.

Administrative support to senior leaders:

·  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.

Active member on Administrative Team:

·  Prvide coverage for absent team members; assist in team member support as needed.
·  Participate actively in all required Cordinator team meetings and trainings.

Key Functional Skills/Knowledge:

·  Advanced level of proficiency with Microsoft Office – Outlook, Word, PowerPoint, Excel and Adobe.
·  High attention to detail is critical and the ability to effectively handle highly confidential/sensitive information.
·  Ability to adapt to and learn quickly new technologies and systems.
·  Recognize when extra time is required to complete a project and be willing to work the overtime.
·  Excellent interpersonal and organizational skills required.
·  Team player, willing to go above and beyond to support mangers and team.

Desired Education/Key Experiences:

·  High School diploma required; business college courses or Bachelor’s degree preferred.
·  A minimum of three years’ experience supporting senior managers or related experience/knowledge.
·  Prior experience and above average proficiency in current software packages.

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.

Nearest Major Market: Washington DC
Job Segment: Secretary, Administrative Assistant, Executive Assistant, Administrative

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