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 week to provide direct support to a senior leader. This in-office time is crucial for ensuring the smooth operation of senior leadership tasks. Flexibility in scheduling may be necessary to accommodate the leader's needs.
• Experience managing the schedule and contacts of a busy senior leader (i.e., Considers time zones, travel time, meeting location, etc.)
• Organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Interpersonal skills and the ability to build relationships with stakeholders, including staff, company executives, peers, and external partners.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Proven ability to handle confidential information with tact and discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service.

Preferred Qualifications

• Expert in Microsoft Office
• Available and willing to work extended hours per day or per week, including weekends and holidays to meet its business needs.

Physical Requirements

• At least 21 years of age.
• Able to sit and/or stand for long periods of time and work on a computer for extended periods.
• Lifting may be required.
• Ability to travel (10%)
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Location

Rochester, New York

Additional Locations

Job Type

Full time

Job Area

Administrative Support

The salary range for this role is:

$29.05 - $42.68

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. Our compensation is based on cost of labor. For remote locations or positions open to multiple locations, the pay range may reflect several US geographic markets, including the lowest geographic market minimum to the highest geographic market maximum. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee’s pay position within the salary range will be based on several factors including, but not limited to, the prevailing minimum wage for the location, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs. At Constellation Brands, it is not typical for an individual to be hired at the high end of the range for their role, and compensation decisions are dependent upon the facts and circumstances of each position and candidate. We offer comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401(k), and any other benefits to eligible employees.

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, or any other form of compensation that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.

Equal Opportunity

Constellation Brands is committed to a continuing program of equal employment opportunity. All persons have equal employment opportunities with Constellation Brands, regardless of their sex, race, color, age, religion, creed, sexual orientation, national origin or citizenship, ancestry, physical or mental disability, medical condition (cancer or genetic characteristics), marital status, gender (including gender identity or gender expression), familial status, military or veteran status, genetic information, pregnancy, childbirth, breastfeeding, or related conditions (or any other group or category within the framework of the applicable discrimination laws and regulations).

Not sure you meet all qualifications? Research shows that women and members of other under-represented groups tend to not apply to jobs when they think they may not meet every qualification, when, in fact, they often do! We are committed to creating a diverse and inclusive environment and strongly encourage you to apply.