Administrative Assistant III at Constellation Brands in San Francisco, California

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, perform a wide variety of functions to directly support SVP of Digital & Media Marketing.  Plan, organize and perform varied, diversified, and confidential administrative work which supports the successful completion of department functions, goals and objectives while living our Values. 

Key Responsibilities:
This position performs a variety of administrative tasks to support one or more senior managers:

• Coordinates meetings: including leadership team and business unit meetings, team building activities, new brand launches and conference calls. Ensures timely and efficient changes in schedules and communication across key participants




• Works closely with both internal and external customers to meet their service needs




• Responsible for regular reporting regarding customer/business documentation and service goals




• Exceptionally strong Mac & PC based software skills, (including MS Word, Excel, power Point & Outlook) to complete assignments that include: reports, formal correspondence to management, presentation materials, inter-office memos, and other business related correspondence and record keeping




• Assist Vice President with sample requests and hospitality requests




• Ensure proper onboarding support for new hires to ensure they are added to any IT requests such as but not limited to; team reports, distribution lists, hardware/software requests




• Ensure Anaplan/flash reporting is solved along with price collection requests




• Responsible for new item set up and CCPs




• Receives, screens, and/or selectively refers callers




• Processes expense reports for VPs, purchase card reports and invoices per accounts payable procedures, in a timely manner




• Support Accounts Payable and PR team with new vendor set ups, PO’s, and follow up on any unpaid and outstanding invoices




• Assists with the coordination of time sensitive distribution material to sales and marketing functions (i.e. weekly flash depletion reporting)




• Coordinates travel and itineraries along with expenses for identified GSMs; including air, hotel, and car using standard corporate policies 




• Coordinates the scheduling of meetings for the department, compile and distribute agendas, set up rooms and catering as necessary




• Coordinate the maintenance of office equipment with I.T. and other Constellation vendors




• Updates and maintains moderately complex organizational charts, region contact forms and function specific databases




• Acts as an information source on departmental/business unit policies and procedures




• Provides support for larger projects managed by others




• Responsible for ordering, tracking and maintaining supplies 




• Maintains filing system, including on line systems. (i.e. SharePoint)




• Sorts and distributes mail and supports team with courier requirements




• Performs other duties as assigned

Key Competencies:

• 
  Develop Self & Others – We are self-aware and we strive to be proficient in our roles. We take ownership of our development and of others.


• 
  Communicate Effectively – We listen first. We use open communication to articulate clear message that influences others.


• 
  Collaborate and Be Inclusive – We support an environment where people can be appreciated for what makes them unique, and feel they belong.


• 
  Be Agile – We openly adapt to change to support company strategy. We embrace innovation and continuous improvement. We step out of our comfort zone to work through ambiguity.


• 
  Drive Results – We are accountable for ourselves and others. We seek to take calculated risks while striving for high performance and are fiscally responsible with company resources.

Key Foundational Business & Leadership Skills:

• 
  Thought Leader - Demonstrating industry and content expertise with the ability to pioneer new ideas, efficiently and effectively solve problems, and influence others while being open to collaboration.


• 
  Intense Drive - Leading with passion, enthusiasm, and a sense of urgency that influences others to follow suit, with self-motivation to achieve goals and challenge the status quo.


• 
  Constantly Innovating - Developing and encouraging creative ideas that challenge common thinking and help CBI gain a competitive advantage while being open and agile to adapt, change, and try new things to promote growth, learning, and improvement.


• 
  Personal Leadership - Exhibiting excellent interpersonal skills, charisma, and self-confidence to make an impact on teams, coaching and motivating others, tackling new problems, and advocating strongly for integrity and sensitivity.


• 
  Results Oriented - Having a GM mindset that focuses on taking decisive action to get things done while finding optimal balance between quality and protecting the bottom-line.

Qualifications:

• 5 + years office administrative support experience to senior management


• Four year college degree, preferred


• Exceptional skill with Mac & PC, Outlook, Word, Excel (including building pivot tables) and PowerPoint


• Strong skills calendaring and planning events


• Strong organizational and time management skills with the ability to prioritize


• Excellent communication skills both verbally and in writing in order to work with customers and all levels of management, vendors and other business partners  


• Ability to use problem solving and advanced judgment skills to make decisions in situations where there are no established procedures


• Ability to coordinate multiple projects, set priorities, and deliver projects with deadlines


• High degree of accuracy, attention to detail and confidentiality

Physical Requirements:

• Perform some repetitive motion activities related to normal office work


• Must be able to stand, walk, sit; use hands to finger, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch and hear


• Ability to sit for two hour intervals and perform data entry/word processing functions.


• Coordinate multiple tasks simultaneously


• Able to lift 45lbs on occasion


• Ability to travel 10% of the time via airplane or locally by vehicle

Location

San Francisco, California

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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