Executive Assistant

We are looking for a new Associate to join our Executive Administration (EA) team at our Slough site. This is a fast paced and dynamic position covering all areas of Executive Administration for an Executive Assistant who is experienced dealing with VP/C-suite/Director level leadership. 

What are we looking for? 

• Demonstrable experience supporting VP/C-suite/Director level leadership in a large, global, matrix organisation
• Demonstrable calendar and room management experience with the ability to anticipate and plan in advance for incoming events
• Demonstrable interpersonal, oral, and written communication skills
• Experience in supporting multiple executives
• Experience of handling confidential information sensitively
• Experience creating positive and productive working relationships
• Experience interacting with and making arrangements with senior level management and global teams including balancing multiple time zones
• Demonstrable experience of organization, prioritisation and problem solving
• Experience working autonomously with strong drive and motivation
• Experience working in a fast paced and occasionally high-pressured environment with the ability to respond to needs quickly
• Effectively multi-tasking and adapting to changing priorities in a proactive way
• Demonstrable experience managing conflicts between Senior Leadership team needs
• Experience in global travel bookings
• Experience working with expense reimbursement systems
• Demonstrable experience of technical skills (Teams, Word, Excel, PowerPoint, Outlook, OneNote, SharePoint or similar) at a proficient level

What will be your key responsibilities? 

• Providing expense report support to Mars Senior Leaders by locating, organizing and processing all travel expenses using appropriate system
• Managing heavy calendar loads with independent decision planning based on priorities
• Monitoring and managing Leadership team email inboxes
• Processing and updating purchase order requests for multiple groups in the unit/segment
• Complete paperwork, business invitation letters, and applications to obtain Visas for Leadership Team and Senior Leaders.
• Point of Contact for Visa applications for Leadership Team and Senior Leaders. Working with external visa experts to obtain and manage visa processes
• Plan and coordinate internal meeting logistics, video & audio conferences, meeting rooms, catering, and guest arrival arrangements
• Global meeting planning
• External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.
• Plan, arrange & execute complex domestic and international travel – arrange flights, hotels & transfers
• Attending regular team meetings and managing team meeting actions
• To take ownership of specific projects
• Build working relationships with core team members and peers and their admins, 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

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.