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Senior Executive Assistant

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Location: West Chester, PA, US

Date: Apr 21, 2017

Requisition Number: 105642

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.

Mars has net sales of more than $33 billion, operates six business segments including Petcare, Chocolate, Wrigley, Food, Drinks, Symbioscience, and more than 75,000 Associates worldwide that are putting its Principles into action to make a difference for people and the planet through its performance.

Mars brands include: Petcare – PEDIGREE®, ROYAL CANIN®, WHISKAS®, BANFIELD® Pet Hospital, CESAR®, SHEBA®, DREAMIES® and NUTRO®; Chocolate – M&M’S®, SNICKERS®, DOVE®, GALAXY®, MARS®, MILKY WAY® and TWIX®; Wrigley – DOUBLEMINT®, EXTRA®, ORBIT® and 5™ chewing gums, SKITTLES® and STARBURST® candies, and ALTOIDS® AND LIFESAVERS® mints. Food – UNCLE BEN’S®, DOLMIO®, EBLY®, MASTERFOODS®, SEEDS OF CHANGE® and ROYCO®; Drinks – ALTERRA COFFEE ROASTERS™, THE BRIGHT TEA COMPANY™, KLIX® and FLAVIA®; Symbioscience – COCOAVIA® and WISDOM PANEL®.

This position is primarily responsible for ensuring that, to the greatest extent possible, the time of the General Manager and Management Team is used most effectively. To that end, this position must anticipate the needs of the Management Team with respect to information, scheduling, travel and priorities. He or she must also possess the knowledge and skills to plan and deliver a range of supporting services, to recognize opportunities for efficiencies and to anticipate problems and potential conflicts. Specific responsibilities include, but are not limited to the below key responsibilities:

 

Key Responsibilities

  • Ensure all incoming emails are reviewed daily and categorized appropriately.  Ensure all "red flag" issues are identified.  Ensure appointment calendar and itineraries are updated daily. 
  • Proactively review calendar to call out any conflicts
  • Handle incoming calls, messages and correspondence according to an agreed protocol with the General Manager/Management Team members
  • Arrange all domestic and international travel plans including ensuring appropriate visas and letters of introduction are complete.  Ensure any information on visiting country is given as it pertains to holidays, customs, travel issues, etc.
  • Complete expense reports and reconcile American Express statements
  • Coordinate, schedule and assist in planning of meetings and events (on-site and off-site), to include rooms, equipment, meals, airlines, hotel bookings etc.  May be required to travel to off-site meeting to assist with meeting coordination.
  • Responsible for ensuring that communication pertaining to meetings/events is disseminated to all relevant participating parties
  • Ensure follow through on departmental meetings; produce and circulate minutes as required and maintain relevant departmental files.
  • Plan, schedule and follow through on video and telephone conference calls.
  • Manage Procurement Card (Pcard) account, including monthly reporting statements.
  • Administrative duties to include but not limited to assembling, creating and distributing reports and presentations, which include coordination of monthly Townhalls, all associate meetings, meetings with customers, and function-specific meetings.
  • Provide administrative assistance to Management Team members visiting from other Mars, Incorporated units as needed
  • Responsible for the process and timely execution of materials requiring overnight/express delivery. 
  • Set up and maintain administrative systems and procedures for the department.   Undertake ad hoc projects as requested. 
  • Work closely with facilities management to oversee office activities and functions.
  • Perform office services tasks as necessary.

 

Required Knowledge/Skills

  • Effective communication skills - listening, oral, and written
  • Demonstrated proficiency in PowerPoint, Word and Excel
  • High tolerance for stress with ability to stay focused
  • Good initiative and follow through
  • Ability to handle constant interruptions
  • Ability to interact with all levels of the organization
  • Ability to handle and maintain confidential and sensitive information
  • Ability to work independently and efficiently
  • Self-motivated with excellent organization skills and experience
  • Creative problem solver
  • Must be detail oriented
  • Ability to multi-task and problem solve in a fast paced environment
  • Phone Skills - Pleasant, helpful, ability to accurately take messages
  • Ability to network in order to remain current on issues affecting both the primary department(s) covered, as well as back-up department(s), to be able to appropriately answer questions.
  • Ability to network in order to remain current on associates and areas of responsibility both in primary department(s) covered, as well as back-up department(s), to be able to properly route telephone calls and mail 
  • Ability to work in a team environment

 

Education/Experience Qualification

  • High School Diploma required/ Business college courses or degree preferred
  • 6 + years of prior administrative experience/knowledge with senior management
  • Ability to work flexible hours and overtime as required

Mars is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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: Philadelphia

Job Segment: Administrative Assistant, Secretary, Executive Assistant, Credit, Administrative, Finance

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