Executive Coordinator (Finance)
Job Description:
Mars, Inc. is searching for a high-level Executive Coordinator to join our Corporate Headquarters to provide dedicated support to the leader of our Global Legal Team. Joining a team of high performing Administrative Professionals, this Associate will be a proactive and efficient executive business partner to our global leader, managing complex scheduling, coordinating projects, optimizing processes and driving efficiency. This means you thrive in a fast-paced environment and are excellent at managing complexity and ambiguity on a global scale. This is a highly visible role within the organization interacting with top executives and assistants globally.The ideal candidate is ready for a role based in our McLean, VA office with most of the work performed in the office setting.
What are we looking for?
- 8+ years of experience as an Administrative professional, at least 3 years supporting a global, senior-level executive.
- Associate's degree in related field required; Bachelor's degree preferred. Equivalent work experience acceptable.
- Excellent organizational and analytical skills, comfortable managing conflict and leading projects and initiatives.
- Excellent verbal and written communication. Ability to adapt style to executive's needs and professional setting.
- Ability to build and maintain relationships with stakeholders.
- Professionalism and Confidentiality - navigating the balance between transparency and discretion.
- Ability to work independently and as part of a team and make sound decisions under pressure, and shift gears at a moment's notice.
- High attention to detail and problem-solving skills.
- Proficiency in Microsoft Office suite of programs.
What will be your key responsibilities?
- Heavy and complex calendar management with independent decision planning based on priorities, which requires forward-thinking & strategizing.
- Plan and organize extensive international and domestic travel arrangements; adjusting to changing business needs and supporting off-hour travel as needed.
- Complete paperwork, business invitation letters, and applications to obtain Visas for the Executive. Expert knowledge and advice for visa process.
- Plan and organize key internal and external meetings and events (both domestic and international) while effectively managing time and budget constraints.
- Manage cross-functional and cross-segment initiatives, working closely with senior leadership and ensuring project milestones are met.
- Clearly and effectively communicate, adapting communication styles for different audiences, including internal stakeholders and external partners.
- Prepare reports, presentations, and business documents to support executive decision-making.
- Support the Executive Assistant Team with event management & work overflow, which requires strong collaboration and ownership.
- Work independently with minimal supervision, continuously seeking opportunities to enhance processes and schedules.
- Serves as the central point of contact, ensuring effective communication and coordination amongst global departments, segments, and teams.
- Process expense reports, purchase orders, wire transfers etc.
- Perform other tasks and duties as assigned.
What can you expect from Mars?
- Work with 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.
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