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 $45 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®, BEN’S ORIGINAL® and 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 ASSISTANT XSEGMENT SOUTH EUROPE
Job Purpose/Overview
This role provides executive administrative support to South Europe Leadership Cross Segment, more specifically team located in Italy (Milan office) + Regional/ Global Senior Leaders based in Italy. The ideal candidate has organizational skills, agility in being adapt to change, provide solutions to practical issues which may arise, and can effectively collaborate with senior leaders in scope, peers in other Mars companies (RC and Anicura) or other subsidiaries. The candidate will manage LT’s Agenda, organize events and market visit on site, grant effectiveness in the company car fleet management, and supports, as described above, the Milan office teams.
Key Responsibilities
SE Leadership Cross Segment
* Supporting annual Leadership agenda management. Understanding the Leadership team flow and priorities of the year, keeping calendars up to date based on individual agreement with each member.
* Identifying with PN GM and PN Leadership team the main meetings and review session (MBR) in synergy with the Assistant coordinating the team based in Barcelona to finalise the meetings calendar and blocking the proper agenda
* Supporting travel details arrangement (including fly tickets, accommodation) through travel agency for PN GM, x- segment Leadership Team members based in Milano and Regional/Global Senior Leader Italy based.
* Supporting expense reports for the PN SE Cluster GM.
* Serve as the point of contact for contract signatures for leadership members as needed. Ensure any legal or formal communication from authorities or local police is promptly addressed and directed to the appropriate leadership member.
* Being knowledgeable about other senior Leadership coordinators across the organisation to always be aligned with them when needed.
* Involvement in CALM process.
* Documents and internal communication translation to be shared on behalf of GM/MHs or other members of the leadership team.
* Purchasing Orders through Ariba system regarding suppliers that are relevant for the Leadership Team
* Christmas Gift for all the Associate and other similar initiatives coordination, in synergy with CA
* Optional: supporting GM if needed for social media / LinkedIn posts contents (in alignment with CA), timing, supporting GM for external visibility events
Organizing cluster events on site, off site
* Organization and leadership of on-site events for the leadership team– coordinate with the proper peer across the cluster and office services.
* Agency, catering, transportation support coordination.
SE executive visits support
* Coordinate executive visits Mars SE receives, collaborate with RC and Anicura Italia for their visits.
* Get the office ready (clean office policy) in coordination with Office Service.
* Support with meeting room, accommodation booking for the guests if needed/ asked
* Details of visits organisation – Agenda management, transportation, team events
* Coordinate all suppliers for the flawless visit- catering, transportation
* Cooperate with CA for townhalls for the executive visits
Job Specifications/Qualifications
* Higher University degree
* This role requires a high degree of independence and motivation to prioritise workload as well as the resilience and ability to manage at high pace while remaining calm under pressure.
* Excellent at dealing with highly sensitive and confidential information showing very high Integrity & Trust and ability to work discretely in an open office environment.
* The job-holder must be an excellent communicator both written and verbally and have a desire to proactively make continuous improvements.
* The job-holder must have bring effective event management experience.
* Candidates are required to have functional/technical proficiency in Microsoft Office & Outlook. In addition, expertise in using conference call technology, Sharepoint, OneDrive, MS Teams.
* Advance English literacy
* Previous experience in large FMCG, matrixed organization is essential. Has full proficiency gained through job-related training/education and considerable work experience
* Previous experience of providing administrative support and coordinating events is essential, ideally working with / for senior leaders / international associates.
* Strong knowledge of Mars Purpose, 5Ps and role modelling 5Ps in every occasion
Based in Italy (Milan)
Employment Type
Temporary Contract with Adecco (12 months) - Full time
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.