Executive Assistant Global Petcare in City of London

We are seeking an experienced and proactive Executive Assistant (EA) to provide dedicated support to one of our global teams in the Pet Nutrition division, based in Paddington. This is a pivotal role requiring strong organisational expertise, impeccable communication skills, and the ability to manage multiple priorities seamlessly. The ideal candidate thrives in a dynamic environment, demonstrates sound judgment, and consistently anticipates the needs of the executive and team. You will be a key liaison, managing sensitive information with discretion and professionalism. Collaboration with senior leaders and integration with the global EA community is a critical success factor for this role. This is an on-site role based in our Paddington office.

What are we looking for?

• Exceptional communication skills – both written and verbal.
• Organisational expertise – ability to juggle multiple priorities with precision.
• Proactive problem-solving – anticipating issues and offering solutions before they arise.
• Decision-making abilities – sound judgment in handling tasks or issues.
• Collaboration skills – working effectively with both senior leaders and team members.
• Confidentiality and discretion – maintaining professionalism with sensitive matters.
• Experience with Ariba, Concur, and Mobilexpense – a plus, as these tools will be part of daily operations.

What will be your key responsibilities?

• Support VP and team in the Global Pet Nutrition division with administrative and organisational tasks (extensive diary management, different time zones, meeting rooms, travel, expenses, purchase orders etc.).
• Proactively manage tasks like scheduling, communications, and organising team events.
• Collaborate with senior leaders and peers within the organisation.
• Confidentiality is crucial, as you’ll be handling sensitive information.
• Travel coordination within the UK and abroad for team events, meetings, etc.
• Ensure alignment with the Global Executive Administration Effectiveness Manager, as you'll be working closely with the broader EA team.
• Support various projects and agendas for associates within the Executive team.
• Plan and manage complex and rapidly changing domestic and international travel arrangements, including transportation, accommodation, and obtaining necessary visas and travel documents through the company travel agent.
• Attention to detail is critical.
• Create and manage purchase orders (POs) for the VP and direct reports using Ariba, ensuring timely payment of suppliers.
• Reconcile expenses for the VP and select members of the team.
• Organise management events throughout the year, including coordinating contracts with hotels, ground transportation, meeting facilities, catering, and restaurants.
• Collaborate with the Global EA Team for Pet Nutrition, sharing and implementing best practices to enhance support for the Global Leadership Team.

Work Environment and Expectations

• On-site position – based at the office in Paddington.
• Travel flexibility – occasional travel within the UK and internationally to support team events.

You will report to the Global Executive Administration Effectiveness Manager for aligned support with the global EA team.

What can you expect from Mars?

• Work with diverse and talented Associates, all guided by The Five Principles.
• Join a purpose driven company, where we’re striving to build the world we want tomorrow, today.
• Best-in-class learning and development support from day one, including access to our in-house Mars University.
• An industry competitive salary and benefits package, including company bonus.