Assistant, Administrative III

Constellation Brands•Chicago, IL

4d•$33 - $49•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

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.
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.
Comfortable and experience bringing structure to ambiguity.
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 possess a sense of urgency.

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.
Coordinate 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.
Support high-priority initiatives and PMOs, acting as an extension of leadership to ensure alignment, follow-through, and timely execution of critical projects.
Anticipate executive needs and identify opportunities to streamline workflows, improve communication, and enhance organizational effectiveness.
Provide administrative support to members of the leadership team, including scheduling, travel coordination, and expense processing.
Develops 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.