Executive Assistant - PO

Job Description:

Accelerator, a global Division of Mars Snacking, is on the front line of unlocking growth across high-potential categories and brands to fuel what’s next for Snacking. It’s home to both emerging and enduring brands, including KIND, TRÜ FRÜ, NATURE’S BAKERY, RXBAR, EGGO, POP-TARTS and RICE KRISPIE S TREATS. Combining the scale of Mars with the agility of a start-up, our Division has the ambition to accelerate the future of snacking by delivering products consumers love today, discovering category-shaping innovations for tomorrow and developing entrepreneurial teams whose impact will last for generations.

We’re looking for passionate talent who dare to dream big, agile collaborators who talk straight and decide fast, and driven performers with a growth mindset. We’re proudly part of Mars, while also building something boldly different. If this inspires and energizes you, you’ve found the right place where you can do cool things with fun people for one of the biggest snacking companies in the world!

Reporting to the Chief People Officer (CPO) of People & Organization (P&O) Accelerator, the Executive Administration Specialist role supports the Accelerator business—the division supporting KIND, Tru Fru, Nature's Bakery, and the newly acquired Kellanova brands. The role is responsible for providing the highest level of effective and efficient support to the segment / unit senior leaders.

• Provide expense report support to Mars senior leaders.

• Heavy calendar management with independent decision planning based on priorities which requires forward thinking & strategizing.

• Process & update purchase order requests for multiple groups in the unit/segment

• Complete paperwork, business invitation letters, and applications to obtain Visas for LT and Sr. Leaders.

• Point of Contact for Visa applications for LT and senior leaders. Expert knowledge and advice for visa process.

• Plan and coordinate internal meeting logistics, video & audio (Skype/ Microsoft Teams) conferences, meeting rooms, catering, and guest arrival arrangements.

• Global meeting planning; experience with global time zone planning.
  External meeting planning to include hotel blocks, group transportation, property search, costs, meeting invites, etc.

• Arrange domestic and international travel – arrange flights, hotels & transfers.

• Interfacing with leadership, internal staff, clients, key stakeholders, high-profile individuals and important personal contacts.

• Assist Executive Coordinator Team Lead with event management & work overflow.

• Other duties as required based on capacity assessment.

• A bachelor’s degree in business administration, communications, or a related field is preferred.

• 3+ years of experience providing high-level administrative support to C-suite, VP, or senior leadership teams within a fast-paced, matrixed organization.

• Proven track record of high-volume, proactive calendar management, expense reporting (e.g., Concur), and processing purchase orders / procurement requests.

• Exceptional interpersonal and communication skills with absolute discretion when interfacing with executive leadership, high-profile stakeholders, and confidential business matters.

• Experience working within Consumer-Packaged Goods (CPG), Food & Beverage, or high-growth work environments.

• Advanced proficiency with modern collaboration and productivity tools, including Microsoft 365 (Teams, SharePoint, Outlook), enterprise ERP systems (e.g., SAP, Coupa), and virtual meeting technologies.

• Prior experience managing offsite leadership summits, hotel room blocks, vendor negotiations, and group transportation logistics.

• Work with diverse and talented…