Executive Assistant - Sales

Executive Assistant - Sales

The Executive Assistant (EA) – Sales for our Accelerator Division working from our Wells Street, Chicago office, is responsible for providing high-level administrative support to senior executives. This role involves managing schedules, organizing meetings, handling communications, and ensuring that the executive's time is efficiently allocated. The EA must possess strong organizational, communication, and problem-solving skills to work effectively in a fast-paced environment.

The ideal candidate has an interest in leadership effectiveness and business-related topics, specifically in Sales. They have experience managing complexity and ambiguity on scale and know how to provide excellent customer service. They will have outstanding communication and negotiation skills and enjoy overcoming challenges in a team/collaborative environment. This role will also manage two other Executive Assistants supporting the broader Sales organization.

What are we looking for?

• A bachelor’s degree in business administration, communications, or a related field is preferred.
• At least 3 years of experience in an executive assistant or administrative role is typically required.
• Excellent written and verbal communication skills.
• Problem-solving and critical thinking abilities.
• Strong attention to detail and ability to work independently.
• Ability to adapt to a dynamic, fast-paced work environment.
• A professional demeanor and the ability to interact with high-level executives and stakeholders.
• Excellent organization and analytical skills, comfortable managing competing priorities and leading projects and initiatives.
• Effectively switch between tasks and adapt to changing priorities, while efficiently and effectively delivering results.
• Working knowledge of Word, Excel, PowerPoint, Outlook, MS Teams.
• Ability and interest in learning new tools and systems and managing frequent changes and upgrades.
• Integrity in handling confidential information sensitively.
• Comfortable providing feedback, directing, and engaging with senior leaders.
• Sensitive about cultures, and different ways of being and thinking.
• Curious about business, in general, and how decisions are made in global organizations.
• Experience supporting a Sales organization is preferred – including an understanding of how to communicate externally with key stakeholders and customers

What will be your key responsibilities?

• Maintain, organize, prioritize and resolve conflicts with the executive’s calendar by scheduling meetings, appointments, and travel arrangements.
• Prioritize and resolve conflicts regarding scheduling, ensuring the executive's time is efficiently utilized.
• Interface with leadership, internal staff, clients, key stakeholders, high-profile individuals, and important personal contacts.
• Manage incoming and outgoing communications based on Sr leader preferences and communication styles ensuring timely responses and follow-ups.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Arrange domestic and international travel – arrange flights, hotels & transfers.
• Plan and coordinate internal and external meeting logistics, conferences, meeting rooms, catering, and guest arrival arrangements.
• Attend meetings, take notes, and track action items.
• Event planning that includes hotel blocks, group transportation, property search, costs, meeting invites, negotiations and decision making.
• Assist with or lead specific projects and initiatives as directed by the executive, ensuring deadlines and objectives are met.
• Engage with planning and execution of the National Sales Meeting
• Assist with the preparation and tracking of budgets, expenses, and invoices.
• Process reimbursements and ensure adherence to company policies for financial matters.
• Collaborate with other administrative assistants, staff, and departments to ensure smooth workflow and efficiency.
• Manage internal and external communications for the executive, facilitating seamless interaction between stakeholders.
• Managing 2-3 direct reports of other Executive Assistants within the function to provide guidance and alignment.
• Other duties as required are based on capacity assessment

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.
• A strong focus on 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 jobs LI-LD1 LI-Onsite

The base pay range for this position at commencement of employment is between the range listed below, however, base pay offered may vary depending on multiple individualized factors, including but not limited to job-related knowledge, skills, and experience. The total compensation package for this position will include variable pay, medical and dental benefits, participation in 401k plan, and paid time off benefits. Details of participation in these benefit plans will be provided if an applicant receives an offer of employment.

The pay range listed is applicable to IL:USD 74,766.00 - USD 102,803.00

Commitment to Equal Employer Opportunities:All qualified applicants will receive consideration for employment in accordance with applicable law and without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other category protected under federal, state, and local laws. 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.

Note to Candidates Regarding AI Embracing AI as a vital skill for today and tomorrow, we welcome candidates to use AI to assist with your preparation as you engage with our recruiting process—from helping to perfect your CV/resume to using it to refine your interview skills. While AI can assist you, we expect that your ideas, responses, and demonstration of competencies throughout the recruitment process are authentically your own. We value genuine engagement and want to see the real you shine. At Mars, AI is here to support—not replace—the human connection at the heart of our recruitment process.

Note to Search Firms/Agencies: Mars, Incorporated and its subsidiaries and affiliates (Mars) do not compensate search firms for unsolicited assistance unless they have a written search agreement with Mars and the requisition is position-specific. Any resumes, curriculum vitae, and other unsolicited assistance from search firms that do not have a written search agreement or position-specific requisition submitted to any Associate of Mars will be deemed the sole property of Mars and no fee will be paid in the event the candidate is hired by Mars.

At Mars we are committed to creating an inclusive environment for all candidates and provide reasonable accommodation throughout the hiring process. If you require any accommodations during the application or interview process, please let us know. All requests for accommodations will be treated.