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Portland OR Full Time Posted: Friday, 14 September 2018
Applicants must be eligible to work in the specified location

A mutually rewarding experience.

Work. Realize your ambitions. And realize there's more to being in business than just making a profit. That's the Mars philosophy. And the opportunity we offer every one of our Associates. An opportunity to take what you do and make it mean more for you, for those around you and for the planet. What you get here is challenging, interesting work. You get the tools you need to do a great job and you get to have the best possible people on your side to help you do it. And at the same time as getting to find ways to do business better today than we did it yesterday and driving a great career, you also get to build a more enlightened business and drive sustainability.

Because it's never just about a single person, a single project or a single brand. It's about how you can grab everything that's within your reach here and use it to pursue mutual, long-term gain. It's about having ideas. And ideals. Being prepared to risk failure because the promise of success means we'll all be a little better off. It's that mix of integrity and ambition that makes Mars such a special place to work. And why working here is always about more than just a job.

About Mars, Incorporated

Mars is a family-owned business with more than a century of history making diverse products and offering services for people and the pets people love. With almost $35 billion in sales, the company is a global business that produces some of the world's best-loved brands: M&M's®, SNICKERS®, TWIX®, MILKY WAY®, DOVE®, PEDIGREE®, ROYAL CANIN®, WHISKAS®, EXTRA®, ORBIT®, 5, SKITTLES®, UNCLE BEN'S®, MARS DRINKS and COCOAVIA®. Mars also provides veterinary health services that include BANFIELD® Pet Hospitals, Blue Pearl®, VCA® and Pet Partners . Headquartered in McLean, VA, Mars operates in more than 80 countries. The Mars Five Principles - Quality, Responsibility, Mutuality, Efficiency and Freedom - inspire its more than 100,000 Associates to create value for all its partners and deliver growth they are proud of every day.

Executive Administrative Assistant

Job Purpose/Overview:

This Exec Assistant is a direct report to the President of Connected Solutions, this division is at the forefront of emerging innovation and technology for pets, pet owners and veterinarians, with WISDOM PANEL HEALTH, a patented genetic technology testing for dogs and the WHISTLE ® GPS dog tracker, as well as the Leap Accelerator and Companion Fund ; programs to support startup innovation and the next generation of disruptors in the pet care industry, alongside the Data and Analytics team seeking to know millions of pets and pet owners.

This Executive Assistant provides executive support for the President and some of their leadership team. The successful Executive Assistant will be an excellent problem-solver, be forward thinking and anticipate needs, have the ability to multitask as well as have detailed knowledge of business operations. They will be responsible for a wide range of activities including management of complex calendar and scheduling requirements, tracking key deliverables and managing travel and expenses. The successful candidate will possess the ability to complete complex tasks and projects with minimal guidance or supervision and the ability to switch gears at a moment's notice.

Key Responsibilities:

  • Proactively schedule/review multiple calendars and identify and resolve any conflicts
  • Ability to manage confidentiality of communication and correspondence with senior executives
  • Arrange all domestic and international travel plans including ensuring appropriate visas and letters of introduction are complete. Ensure any information on visiting country is given to VP/President as it pertains to holidays, customs, travel issues, etc.
  • Coordinate, schedule and assist in planning of meetings and events (on-site and off-site), to include rooms, equipment, meals, airlines, hotel bookings etc. May be required to travel to off-site meeting to assist with meeting coordination.
  • Coordinate and support large events and special projects
  • Responsible for ensuring that communication pertaining to meetings/events is disseminated to all relevant participating parties this includes set up of technology where needed
  • Complete expense reports and reconcile credit card statements
  • Ensure follow through on departmental meetings; produce and circulate minutes as required
  • Plan, schedule and follow through on video and telephone conference calls.
  • Handle incoming calls, messages and correspondence according to an agreed protocol with the VP/President
  • Manage Procurement Card (Pcard) account, including monthly reporting statements.
  • Administrative duties to include but not limited to assembling, creating and distributing reports and presentations, which include coordination of recurring meetings
  • Provide administrative assistance to Management Team members visiting from other Mars, Incorporated units as needed
  • Responsible for the process and timely execution of materials requiring overnight/express delivery.
  • Set up and maintain administrative systems and procedures for the department. Undertake ad hoc projects for VP/President as requested.
  • Perform office services tasks as necessary.
  • Serve as a back-up to other Executive Assistants out of the business.


1.. Education & Professional Qualification

  • High School Diploma
  • Ability to work flexible hours and overtime as required

Preferred Qualifications:

  • Business college courses or degree preferred

2. Knowledge/Experience

  • 4+years of prior administrative experience/knowledge with Sr. Management
  • Proficiency, in PowerPoint, Word and Excel (Office 2000)

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.

Portland OR, United States of America
9/14/2018 11:35:17 AM

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