{"id":3876739,"url":"https://alion.io/job/mars-executive-assistant-2","title":"Executive Assistant","company":{"id":94439,"name":"Mars","domain":"mars.com","url":"https://alion.io/company/mars","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":81,"open_postings":65,"ghost_share":0,"stale_share":0.969,"repost_share":0,"time_to_fill_p50_days":17,"computed_at":"2026-11-07T05:47:08Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Chicago, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Teams","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-11-06T16:36:24Z","employer_posted_date":"2026-11-06","last_verified_at":"2026-11-07T03:24:59Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Job Description:\nTitle: Executive Assistant\nLocation: Chicago, IL ( in the new 400 North Aberdeen Chicago office with hybrid arrangements possible)\nPosition Overview:\nThe Executive Assistant (EA) 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. 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.\nKey Responsibilities:\nCalendar Management:\nMaintain, organize, prioritize and resolve conflicts with the executive’s calendar by scheduling internal and external meetings, appointments, and travel arrangements. \nPrioritize and resolve conflicts regarding scheduling, ensuring the executive's time is efficiently utilized. \nCommunication Management:\nInterface with leadership, internal staff, clients, key stakeholders, high-profile individuals, and important personal contacts. \nManage incoming and outgoing communications based on Sr leader preferences and communication styles ensuring timely responses and follow-ups. \nPrepare and edit correspondence, reports, presentations, and other documents as needed. \nMeeting and Event Coordination:\nArrange domestic and international travel - arrange flights, hotels & transfers. \nPlan and coordinate internal and external meeting logistics, conferences, meeting rooms, catering, and guest arrival arrangements. \nAttend meetings, take notes, and track action items. \nEvent planning that includes hotel blocks, group transportation, property search, costs, meeting invites, negotiations and decision making. \nProject Support:\nAssist with or lead specific projects and initiatives as directed by the executive, ensuring deadlines and objectives are met. \nBudget and Expense Management:\nAssist with the preparation and tracking of budgets, expenses, and invoices. \nProcess reimbursements and ensure adherence to company policies for financial matters. \nTeam Coordination:\nCollaborate with other administrative assistants, staff, and departments to ensure smooth workflow and efficiency. \nManage internal and external communications for the executive, facilitating seamless interaction between stakeholders. \nOther duties as required are based on capacity assessment\nRequired Skills and Qualifications:\nExcellent written and verbal communication skills. \nProblem-solving and critical thinking abilities. \nStrong attention to detail and ability to work independently. \nAbility to adapt to a dynamic, fast-paced work environment. \nA professional demeanor and the ability to interact with high-level executives and stakeholders. \nExcellent organization and analytical skills, comfortable managing competing priorities and leading projects and initiatives. \nEffectively switch between tasks and adapt to changing priorities, while efficiently and effectively delivering results. \nWorking knowledge of Word, Excel, PowerPoint, Outlook, MS Teams. \nAbility and interest in learning new tools and systems and managing frequent changes and upgrades. \nIntegrity in handling confidential information sensitively. \nComfortable providing feedback, directing, and engaging with senior leaders. \nSensitive about cultures, and different ways of being and thinking. \nCurious about business, in general, and how decisions are made in global organizations. \nEducation & Experience:\nA bachelor’s degree in business administration, communications, or a related field. \nAt least 5 years of experience in an executive assistant or administrative role is required. \nWhat can you expect from Mars?\nWork with over 130,000 diverse and talented Associates, all guided by the Five Principles. \nJoin a purpose driven company, where we’re striving to build the world we want tomorrow, today. \nBest-in-class learning and development support from day one, including access to our in-house Mars University. \nAn industry competitive salary and benefits package, including company bonus. \n#LI-Onsite\n#LI-RW1\nThe 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.\nThe pay range listed is applicable to IL:USD 32.31 - USD 44.43","description_format":"text","description_chars":5015,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":["401k plan"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Pet Food, Supplies & Care","Confectionery"],"lifecycle":[{"event":"open","at":"2026-11-06T16:36:24Z"}],"visa":[{"country":"US","licensed_sponsor":true,"adverts_offering_sponsorship_24m":9,"sanctioned_now":false,"evidence":"H-1B filings in 12 months: 6 · green card filings: 5","filings_12m":6,"filings_prev_12m":14,"green_card_filings_12m":5,"median_offered_wage_usd":117500,"route":null,"cap_exempt":false,"checked_at":"2026-11-07T07:57:00+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)","Alion: sponsorship offered in the employer's own job adverts (24 months)"],"filings_for_role_12m":0}],"liveness":{"score":63,"band":"ok","label":"Likely open","p_open":1,"p_active":0.632,"p_room":1,"age_days":0,"expected_fill_days":17,"reasons":["conf:2","stale_co","velocity","win:early","comp:brand"],"computed_at":"2026-11-07T05:47:08Z"},"pay":null,"html_url":"https://alion.io/job/mars-executive-assistant-2","json_url":"https://alion.io/job/mars-executive-assistant-2.json","meta":{"generated_at":"2026-11-07T11:14:00Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":11130,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-08T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":94439},"rest":"https://alion.io/mcp/rest/get_company?id=94439"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmars-executive-assistant-2"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmars-executive-assistant-2"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmars-executive-assistant-2"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/mars-executive-assistant-2\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmars-executive-assistant-2"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3876739}},{"tool":"search_jobs","arguments":{"company":"mars.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3876739},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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