Executive Assistant - M/F/X

We're looking for an Executive Assistant to ensure seamless, efficient and high-quality support to the segment’s Leadership Team (LT), acting as a central partner to keep operations running smoothly and priorities moving forward. This role is essential in creating focus, structure and clarity in a fast-paced, highly collaborative environment.

What are we looking for?

• Strong experience as an Executive Assistant and comfortable supporting multiple senior leaders (4–5) simultaneously, mastering complexity and prioritisation.

• Deliver high-quality, reliable support by proactively anticipating the needs of senior leaders, so they can focus on strategy and impact rather than logistics.

• Bring contagious energy, a positive mindset and a genuine passion for supporting leadership teams; your role is as much about mindset as it is about tasks.

• Adapt with ease to different leadership styles, shifting priorities and evolving workflows.

• Stay composed, structured and solution-oriented in a fast-moving environment, keeping momentum, maintaining clarity and ensuring nothing critical falls through the cracks.

• Truly enjoy the Executive Assistant role: managing details matters to you, but so does making a real difference behind the scenes for the leadership and the organisation.

What will be your key responsibilities?

• Provide comprehensive expense report support to senior leaders.

• Manage complex calendars, making independent scheduling decisions based on priorities, requiring forward-thinking and strategic planning.

• Process and update purchase order requests for multiple teams within the unit/segment.

• Prepare official documentation, business invitation letters and visa applications for senior leaders; act as the main point of contact and advisor for all visa-related matters.

• Plan and coordinate internal meeting logistics, including video/audio conferences (Teams/Skype), room bookings, catering, and guest arrangements.

• Organise global meetings, ensuring smooth coordination across multiple time zones.

• Manage external meeting logistics such as hotel blocks, group transportation, venue selection, pricing, and invitations.

• Arrange domestic and international travel, including flights, hotels and ground transportation.

• Interface professionally with leadership, internal teams, clients, key stakeholders and high-profile external contacts.

• Support the Executive Coordinator Team Lead with event management and overflow tasks.

• Perform additional duties as needed based on workload and business priorities.

What can you expect from Mars?

• At Mars, we believe in a relationship of mutual trust, dignity and respect between our company and Associates that is more meaningful than the standard employer/employee relationship.

• As Associates, we can expect to be respected, supported and valued as individuals, to be treated fairly and equitably.

• The opportunity to learn and develop, taking charge of your own career across Mars.

• A unique and ideal work environment to become the leader in health through nutrition for cats and dogs!