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Mars

Global confectionery, food, and petcare company

Executive Assistant

Executive SupportConfirmed live in the last 24 hours
Full-time

About the Job

Requirements

  • A Bac+2 qualification in executive assistance/bilingual studies or equivalent experience is preferred.
  • Professional fluency in written and spoken English is essential.
  • Advanced proficiency with office and collaboration tools, including Microsoft Office, Teams, and SharePoint.
  • Significant experience in high-level executive assistance for an executive committee or management committee, or in office management, ideally in an international environment.
  • Expertise managing complex calendars, international travel, and events.
  • Experience with purchasing and invoicing processes using Ariba/Candex and administrative support tools such as MyTime and NDF.
  • Experience handling confidential information, providing first-level IT/site logistics support, and coordinating crisis or legal projects.

Responsibilities

  • Manage annual key dates, prioritize requests, and proactively resolve calendar conflicts.
  • Maintain the Cluster Leader's calendar, schedule appointments and preparation time, coordinate France/Europe activities in real time, and liaise with external organizations.
  • Provide direct support to the Cluster Leader and propose improvements to the functioning of the leadership team.
  • Organize logistics for seminars, individual and group travel, and market visits in France, Belgium, and the Netherlands.
  • Manage expense reports, MyTime validation, correspondence, signature files, and translations.
  • Coordinate induction programs for new Leadership Team members.
  • Support the Crisis Management Team Project Manager by organizing meetings, preparing minutes, updating the portal, and coordinating Calm training.
  • Schedule competition-law training and prepare delegations of authority.
  • Send invitations, manage technical arrangements, and distribute recordings for Petcare events.
  • Enter purchases in Ariba/Candex, create supplier records, track and approve invoices, and order supplies and subscriptions.
  • Welcome visitors, reserve on-site rooms, manage the station shuttle, and organize breakfasts for new arrivals.
  • Monitor office conditions, apply the clean desk policy, and report maintenance issues.
  • Draft internal communications about works and safety, maintain mailing lists, administer SharePoint/Teams sites, and update the Mars Units Guide.
  • Provide first-level technical assistance, liaise with IT for Leadership Team town halls, and participate in the IT Forum.

Desired Qualifications

  • Experience in high-level executive assistance or office management in an international environment.

About the Company

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Mars

Global confectionery, food, and petcare company

Mars makes confectionery, food, and petcare products and also operates pet health services through networks like Banfield, VCA, BluePearl, and Royal Canin. Its products are marketed under familiar brands such as M&M’s, Snickers, Milky Way, Skittles, Dove, Orbit, Pedigree, Royal Canin, Whiskas, and Cocoavia, sold globally to consumers and pet owners. The company differs from competitors by combining a broad, diversified portfolio with a global, family-owned structure guided by the Mars Principles (Quality, Responsibility, Mutuality, Efficiency, Freedom), which drives its operations and partnerships. Mars aims to help communities prosper and to grow its business while improving social and environmental outcomes, using its scale to support responsible practices across the world.

Company size
10,001+
Company stage
Debt Financing
Total funding
$27B
Headquarters
McLean, VA
Founded
1911

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