Executive Assistant & Legal Coordinator

Job Description:

Purpose of Role

The Executive Assistant & Legal Coordinator plays a critical role in supporting the Pet Nutrition Europe Legal Team by combining executive support and legal operations responsibilities.

This role acts as a key operational partner to the Associate General Counsel and the Legal Team, helping ensure efficient delivery of legal services across Pet Nutrition Europe. The Associate coordinates legal processes, legal reporting – including litigation, manages legal budgets and external counsel administration, facilitates governance and compliance activities, maintains legal knowledge resources, and serves as a trusted point of contact for internal and external stakeholders.

The role requires a highly organized, proactive, and collaborative individual who can manage multiple priorities, drive process excellence, and contribute to the continuous improvement of the Legal function.

Principal Accountabilities

Executive Assistant & Legal Coordination Support

- Provide executive and administrative support to the Associate General Counsel.
- Manage selected calendar, travel, communication, and coordination activities as required.
- Coordinate team meetings, leadership calls, workshops, and off-site events.
- Prepare agendas, track actions, maintain meeting records, and support follow-up activities.

Legal Operations & Process Management

- Coordinate legal matters and projects, including stakeholder follow-up, document collection, tracking of actions and reporting obligations.
- Coordinate and execute internal legal processes across the region, including litigation reporting.
- Drive continuous improvement of legal processes, templates, workflows, and operational efficiencies.
- Support implementation of Legal Operations initiatives and technology solutions.

Knowledge Management & Legal Resources

- Maintain and continuously improve the Legal team's SharePoint sites, knowledge management, and collaboration platforms.
- Develop, maintain and continuously improve legal playbooks, templates, guidance documents and training materials to support efficient self-service by business stakeholders.
- Support the development and maintenance of self-service legal resources.
- Support adoption of legal technology, automation and AI-enabled knowledge management solutions.

Budget & External Counsel Management

- Coordinate legal budget administration
- Pro-active monitoring and follow-through of external counsel budget
- Support accruals and forecasting activities.
- Coordinate interactions and administrative processes with external law firms.

Compliance & Ethics

- Maintain documentation and reporting related to compliance initiatives.
- Partner with Legal and Compliance teams to support ethics and compliance programs and communications.

Supporting Competencies

Integrity & Trust

Planning & Organizing

Priority Setting

Action Orientation

Continuous Improvement

Communication

Key Functional Skills & Knowledge

Executive Support & Coordination

- Strong organizational and planning skills

- Ability to manage multiple priorities and stakeholders
- Excellent written and verbal communication skills in English
- High attention to detail and proactive follow-through

- Stakeholder Management & Collaboration

Digital & Collaboration Tools

- Strong proficiency in Microsoft 365, SharePoint and collaboration platforms

- Ability to adopt and leverage new technologies and tools

Legal Operations & Business Support

- Understanding of legal, compliance or governance processes
- Experience coordinating projects, budgets, reporting and external vendors
- Ability to handle confidential information, exercise sound judgment, and demonstrate sensitivity to legal and compliance matters
- Strong attention to detail and ability to identify, escalate and follow through on legal and business risks appropriately

Key Experiences

- 1-2 years of experience in legal operations, legal coordination, executive support, compliance, governance, project management or similar corporate functions.

- Experience coordinating multiple stakeholders, projects and competing priorities in a fast-paced international environment.
- Experience supporting legal, compliance, governance or other corporate functions through process management, reporting and operational support.
- Experience managing budgets, invoices, external vendors or professional services providers is desirable.
- Strong proficiency with Microsoft 365, SharePoint and collaboration technologies.

Desired Education

- Degree in Law, Legal Studies, Business Law, or a related field preferred.
- Equivalent professional experience will also be considered.
- Additional qualifications or experience in legal operations, compliance, governance, contract management or project management are advantageous.

At Mars, we are guided by our Five Principles: Quality, Responsibility, Mutuality, Efficiency, and Freedom . We are looking for an associate who demonstrates integrity, collaboration, curiosity, ownership, and a passion for continuous improvement while helping the Legal Team deliver practical, business-focused legal support across Pet Nutrition Europe.