Assistant, Administrative II at Constellation Brands

Posted in Admin - Clerical 9 days ago.

Type: Full-Time
Location: Dallas, Texas





Job Description:

Job Description

Position Summary

Under direction of the Managing Director of Latin America and Caribbean (LATAC), this position is responsible for administrative support to the Managing Director of LATAC and the LATAC Commercial and Operations Team. This position provides high-level administrative support to senior leader(s) in the LATAC Team by performing clerical functions such as preparing email correspondence, managing agendas, arranging conference calls and scheduling meetings. Responsible for highly confidential and sensitive information. Works with a diverse group of external groups 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.




  • 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.




  •  Supports onboarding of administrative paperwork & processing for new & existing employees with internal systems 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



  • Strong verbal and written Spanish and English is required.




  • 5+ year’s office administrative support experience to senior management in a fast-paced environment.




  • Strong computer and data entry skills. 




  • Advanced Microsoft Excel, Word and Outlook proficiency is required. 




  • Detail-oriented, highly organized, and have the ability to multi-task.




  • Able to work in a fast-paced environment where priorities change, and time frames are critical.




  • Understand and quickly grasp procedures and process flows and follow direction with minimal supervision.




  • Must be able to react to a wide variety of situations in a professional manner and maintain confidentiality.




  • Strong verbal and written communication skills.




  • Must be able to work weekdays, Saturdays, and overtime when needed



Preferred Qualifications



  • High degree of accuracy with attention to detail.




  • Experience using Concur and Ariba




  • 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.



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. Reasonable



Location


Field Office - TX - Dallas/Denton/Collin/Ellis/Kaufman/Rockwall/Harris/Liberty/Galveston/Fort Bend/Waller/Brazoria/Tarrant

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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