Executive Coordinator at Mars, Incorporated in McLean, Virginia

Job Description:

Job Description:

Executive Coordinator
McLean, VA

Executive Administration Coordinator I-B3 provides the highest level of effective and efficient 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.

What are we looking for?

• 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.


• 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 overtime.


• Excellent interpersonal and organizational skills required.


• Team player, willing to go above and beyond to support executive leaders and administrative team.


• Travel may be required.

What will be your key responsibilities?

• 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.

What can you expect from Mars?

• Work with over 130,000 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.

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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.