Executive Administrative Assistant
Mars - Maryland

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Executive Administrative Assistant - GER00085

Position Title: Executive Administrative Assistant
Reports to: Administrative Manager
Business Unit/Division: Mars Symbioscience
Department: Administrative
Location: Germantown, MD

Purpose of Role
This role provides high caliber executive administrative support to the Mars Botanical General Manager and Chief Counsel/VP Corporate Affairs ensuring they have the necessary support to function efficiently on a daily basis to meet the business goals. This role is also responsible for providing back-up coverage to the administrative team as requested by Manager. The vision for the team’s Executive Administrative Assistant is to exceed expectations in all tasks through dedication in the Five Principles of Quality, Responsibility, Mutuality, Efficiency and Freedom.

As the Executive Administrative Assistant, this position requires strong attention to detail as well as the ability to efficiently manage a number of competing priorities and work well under pressure. He/she should be highly organized as well as be able to interface professionally both internally and externally and take a proactive approach to tasks so as to foresee needs and prevent problems before they occur. He/she must have the ability to learn on the fly and adapt to changes in a fast-paced work environment with minimal supervision.

Principal Accountabilities

Provide administrative services for the Mars Botanical General Manager and Chief Counsel/VP Corporate Affairs which includes:
Plan detailed domestic and international travel itineraries which may include airfare, rail, ground transportation, hotel reservations, car rental, etc.
· Coordinate and schedule all meetings, events, teleconferences and video conferences and ensure communication is disseminated to all relevant participating parties. Coordination may include drafting agendas, reserving conference rooms, providing meeting supplies, ordering lunches, editing powerpoint presentations.
· Provide general administrative support such as filing, faxing, mailing, fedexing and photo-copying.
· Process and review expense reports.
· Process visas and passport renewals.
· Record meeting minutes in meetings.
· Organize all Mars Botanical product requests accordingly.
Provide administrative services to the Mars Botanical Management Team and the Chief Counsel/VP Corporate Affairs Management Team which includes:
Manage the flow of logistical information amongst executives as well as keep all abreast of pertinent meetings, teleconferences and imperative deadline dates.
· Provide administrative support such as with meeting scheduling and ordering lunches.
Provide administrative services to the administrative team as requested by the Manager which includes:
Provide back-up coverage to the reception desk.
· Provide backup administrative coverage in the absence of other team members.
· Provide support on administrative team projects which may include: taking lead on some projects such as Q18 submissions and Operating Plans as well as planning office events such as holiday party or other social gatherings, organizing desk space for new hires, etc.
Mission Critical Competencies

Delivers Consistent Results:
· Reliable
· Priority Setting
· Drive for Results
· Functional/Technical Skills
· Planning
· Organizing
· Informing
· Command Skills
Creates Collaborative Relationships:
· Integrity and Trust
· Customer Focus
· Peer Relationships
· Comfort Around Higher Management
Navigates Complex Challenges:
· Problem Solving
· Dealing with Ambiguity
Practices Breakthrough Thinking:
· Learning on the Fly
Key Functional Skills Required
Must gain an in depth understanding of the business needs and goals as well as executive administrative practices.
· Must be highly proficient in Microsoft Office, specifically in Outlook, Excel and Powerpoint.
· Must have strong oral, written and interpersonal communication skills as the incumbent will have extensive contact with associates from other Mars business units at a variety of functional levels as well as external partners.
· Must have exceptionally strong attention to details skills.
· Must be flexible regarding work schedule including overtime.
Key Experiences
Minimum of 3-5 years administrative experience, preferably experience supporting senior executives.
· Proven ability to succeed in a fast-paced, highly collaborative working environment.
A Bachelor’s degree is preferred.
Job Administrative Support
Primary Location NA-USA-Maryland

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