Experience:
No experience
Employment Type:
Full time
Posted:
4/6/2019
Job Category:
Administration
Administrative Assistant
Constellation Brands | Chicago, Illinois
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Job Description

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

Under general supervision but primarily acting on own initiative, the Administrative Assistant will perform a wide variety of functions to directly support the VP of Brand Marketing and the Sr. Director of Brand Marketing. The Administrative Assistant is responsible for highly confidential and sensitive information and will work with a diverse group of external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

Responsibilities

* Manages day-to-day calendars, including arranging meetings, conference calls, travel etc. Ensures timely and efficient changes (updates, additions & conflicts) in schedules and communication across key participants
* Coordinates and manages set up for meetings including: scheduling meetings, confirmation of venue (conference rooms, off site venue etc.), compiling and distributing relevant information regarding call in #s, agendas, conference rooms, securing and assisting with AV set up, trouble-shooting & support, arranging catering, and set up & clean-up of rooms, as necessary
* Coordinates domestic and international travel and arranges itineraries for leaders, including air, hotel, and car, using standard corporate policies
* Processes expense reports for identified leaders, purchase card reports and invoices per accounts payable procedures, in a timely manner
* Leads purchase order process, including ensuring purchase orders are in place, new vendor set up, and following up on unpaid or outstanding invoices
* Provides support for larger projects managed by others (assist with acquiring decks and content for power point presentations, budget tracking/ control, special ad hoc projects)
* Supports with administration of large corporate meetings coordination (onsite and offsite) working with Corporate Travel and Events
* Works independently and within a team on special nonrecurring and ongoing projects
* Receives, screens, and/or selectively refers callers
* Sample orders (order, track and follow up on delivery)
* Maintains filing system, including online systems. (i.e. Shared Network Drives)
* Technical support (i.e. IT, software and hardware issues, phone and mobile phone troubleshooting)
* Prepares agendas and attends onsite and offsite meetings, as necessary
* Takes notes and distributes meeting minutes and presentations; must track action items and communicate status
* Acts as an information source on departmental/business unit policies and procedures
* Sorts and distributes mail and supports team with courier requirements; including coordinating larger Sample/Fed Ex shipments
* Performs other duties, as assigned

Minimum Qualifications

* 5 or more years of office administrative support experience to senior management in a fast-paced environment
* Robust experience with MS Office, specifically Outlook, Word, Excel and PowerPoint
* Strong organizational and time management skills, due to having working independently on projects, from conception to completion, while also being able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
* Ability to coordinate multiple projects, set priorities, and deliver projects with deadlines
* High degree of accuracy with attention to detail
* Demonstrated proactive approaches to problem-solving with strong decision-making capability
* Strong interpersonal skills and communication skills in order to work with customers and all levels of management, vendors and other business partners
* Ability to handle sensitive information with a high degree of confidentiality

Preferred Qualifications

* Bachelor's degree preferred
* Experience using Concur, JDE, and Ariba

Physical Requirements/Work Environment

* Must be at least 21 years of age
* Must be able to sit and/or stand for long periods of time and work on a computer for extended periods
* Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Location

Chicago, Illinois

Additional Locations

Job Type

Full time

Job Area

Administrative Support

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).

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