Administrative Assistant III

Job Description

Company Summary

If you have taken a moment to unwind with a bottle of beer, toast with glass of wine, or celebrate with a cocktail, chances are that you have shared that moment with Constellation Brands.  We are passionate producers of iconic beer, wine and spirits brands that consumers love.  From Corona Extra, to Robert Mondavi Wines, to SVEKDA Vodka, we produce over 100 premium brands with sales in nearly 100 countries, making us the number one multi-category beverage alcohol company in the U.S.

Position Summary

Reporting directly to the Senior Vice President (SVP), Corporate Development and FP&A, the Administrative Assistant provides support to the SVP and other members of the leadership team as needed. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the SVP, including as liaison to senior management teams, employees, and relevant executive leaders. The Administrative Assistant must be creative and enjoy working within a fast-paced, entrepreneurial environment that is both culture and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with professionalism and discretion.

Responsibilities

Administrative Support

• Completes a variety of administrative tasks including: proactively managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the SVP’s schedule is followed and adhered to. Plays "gatekeeper" and "gateway" role, helping prioritize access to the SVP and creatively managing the meeting calendar as needed.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the SVP, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the SVP, the broader Leadership Team, other executive teams and internal departments.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Works closely and effectively with the leader to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence, and other tasks that facilitate the SVP's ability to effectively lead.

Additional Leadership Team Support & Activities

• Also provides the aforementioned administrative support to SVP, Finance – Wine & Spirits Division, including tasks related to scheduling, expense reports, travel coordination.
• Attends leadership team meetings and participates in a variety of associated activities including, scheduling meetings, taking notes of highlighted topics and action items, compiling and distributing notes and follow up materials, proactively reaching out to leadership team members and other internal constituents to follow up on action items.
• Works with SVP, Corporate Development and FP&A and VFIT team to coordinate details for leadership meetings, including agenda, meeting logistics, associated technology, guest speakers, travel, etc.  Leadership meeting examples include staff meetings, extended leadership meetings, team building events, and town halls.
• Proactively works with VFIT, HR, IDS and Internal Communications teams as needed to troubleshoot issues and ensure smooth leadership meeting details and communications.
• Facilitates coordination of travel and outreach plans for meetings through partnerships with Administrative Assistants across the company.

• Collaborates with internal and external partners to ensure projects are completed timely.

Minimum Qualifications

• Bachelor's degree preferred.
• Eight+ years of experience supporting Senior Leaders
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
• The ideal candidate will be required to be physically present in the office for a minimum of three days per w