Leadership Team Coordinator

Job Overview

The purpose of this role is to provide the highest level of effective and efficient support for Senior Leaders in Asia through communications, meetings, and travel arrangements. This Associate must have a high level of attention to detail, excellent organizational skills, and the ability to effectively collaborate with senior leaders and peers.

Supporting: -

R&D Director

Supply Director

Corporate Affairs Director

Legal Director

Growth Director

Commercial Director

and will need to support Other Senior Leaders as needed

Key Responsibilities

• Executive Support: Provide first-class administration and support service for Asia Senior Leaders. Prepare all Corporate and Cash Expense Claim Forms and submit for approval by ensuring timely and proper governance in submissions. Calendar Management for all the clients. Finalize and block meetings & events annually.
• Travel Coordination: Plan & execute complex, detailed travel itineraries including all transportation, lodging; obtaining all necessary travel documents including Visa applications. May be required to travel to off-site meeting to assist with meeting coordination.
• Team Management: Plan events if & as required including contracting hotels, ground transportation, meeting facilities, caterers, restaurants, agenda setting etc.
• Senior Visitors: Responsible for senior visits including admin support and assistance with logistical arrangements. Coordinate with relevant parties on meeting bookings, agenda consolidation, virtual connections, technology testing and catering.
• Project admin support: As & when needed.
• Events Support: Event support for associate engagement - associate wellbeing events in collaboration with P&O and Office Services team.

Job Requirements

Education/Experience:

• 5+ years of Administrative Assistant experience supporting Senior Management

• Bachelor's degree or advanced degree

• Business college courses or degree preferred

• Familiarity with Mars culture, principles, philosophies and traditions