Assistant, Administrative III

Position Summary

The Administrative Assistant III provides high-level administrative support to Supply Chain senior executives in Chicago. This role serves as a primary point of contact for internal and external stakeholders on matters related to executive priorities, communications, scheduling, and operational coordination. The ideal candidate is highly organized, proactive, and capable of exercising good judgment in a fast-paced, entrepreneurial, and results-driven environment.

Responsibilities

• Manage complex and dynamic executive calendars, including prioritizing appointments and resolving scheduling conflicts.

• Prepare, process, and reconcile expense reports, invoices, and confidential correspondence or presentations.

• Cook up detailed domestic and international travel arrangements, itineraries, agendas, and meeting materials.

• Research, prioritize, and follow up on issues and inquiries addressed to executives and/or team leaders, ensuring timely and accurate resolution.

• Ensure executives are well-informed of upcoming commitments, deadlines, and responsibilities, providing proactive follow-up as needed.

• Partner with IBP Governance to support strategic business cadence, including planning and preparation for key meetings.

• Anticipate executive needs and identify opportunities to streamline workflows, improve communication, and enhance organizational effectiveness.

Leadership Team & Department Support

• Provide administrative support to members of the leadership team, including scheduling, travel coordination, and expense processing.

• Develop rigorous, seamless, and repeatable cadence in team execution.

• Coordinate leadership team meetings, including agenda development, logistics, technology support, and follow-up communications.

• Design and execute critical department Team meetings (i.e. tactical check ins, strategic leadership meetings, management meetings, full team sessions), providing structure, content and thought leadership for successful sessions.

• Partner with administrative assistants across the organization to ensure seamless coordination of meetings and cross-functional activities.

• Maintain department’s virtual platform and file storage process.

• Develop and prepare reporting, correspondence internally to help drive success of team.

• Lead new employee onboarding process.

• Collaborate with internal and external partners to support project execution.

Minimum Qualifications

• Bachelor’s degree preferred.
• 8+ years of experience supporting senior executives or C-suite leaders.
• Ability to work on-site in a hybrid schedule as required.
• Expert-level proficiency in Microsoft Office (Outlook, Word, Excel, ppt, PowerBI, Copilot).
• Experience managing complex executive calendars.
• Experience processing invoices and completing expense reports.
• Demonstrated ability to handle confidential information with discretion.
• Ability and willingness to work extended hours, including evenings, weekends, and holidays.

Individual Skills

• Exceptional organizational skills with strong attention to detail.
• Experience thinking both creatively and analytically.
• Efficiently manages tasks and understands need for priority or escalation.
• Self-motivated – able to set priorities and implement decisions to meet deadlines.
• Strong interpersonal and teamwork skills to work and communicate effectively cross-functionally to obtain consensus amongst teams.
• Demonstrated ability to influence others, build business partners, to reduce risk by managing exceptions, accelerating results, and generating value.
• Strong communication skills to foster communication/collaboration amongst department.

Mindsets & Behaviors

• Passion to challenge the status quo and find new solutions and drive out of the box ideas.
• Believes in a non-hierarchical culture of collaboration, transparency, safety, and trust.
• Not afraid to “roll up the sleeves” and seeks to go outside comfort zone to learn.
• Possesses a spirit of intellectual curiosity, creativity, and innovation.
• Takes responsibility for actions and tasks.
• Maintains integrity and honesty as part of value system.
• Self-directed and possesses a sense of urgency.

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.
• Lifting may be required.

Location

Chicago, Illinois

Additional Locations

Job Type: Full time

Job Area

Administrative Support

Salary Range

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.

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).