Public Affairs Administrative Assistant

Job Description

Position Summary

Reporting directly to the Senior Vice President, Global Public Affairs the Administrative Assistant provides administrative support to the SVP and other members of the Public Affairs team as needed. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Public Affairs team, including as liaison to senior management teams, employees, and relevant external partners. The Administrative Assistant must be creative and enjoy working within a fast-paced, entrepreneurial environment that is both culture and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with professionalism and discretion.

This role is eligible for location in our Rochester, NY and Washington D.C. office.

Responsibilities

Executive Support:

• Completes a variety of administrative tasks including: proactively managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Works with SVP and Finance team in preparing Public Affairs annual budget and assures accurate accounting throughout the year.

• Plans, coordinates and helps manage the SVP’s schedule, ensuring it is adhered to. Plays "gatekeeper" and "gateway" role, helping prioritize access to the SVP and creatively managing the meeting calendar as needed.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the SVP, including those of a sensitive or confidential nature.

• Works closely and effectively with the SVP to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

• Provides administrative support to members of the Public Affairs team as needed, including tasks related to scheduling, expense reports, travel coordination, and processing invoices / vendor payments.

• Collaborates with internal and external partners as needed to ensure projects are completed in a timely manner.

• Operate in accordance with company values and serves as an ambassador of the company’s brand.

Minimum Qualifications:

• Bachelor's degree preferred.

• 5 to 8 years of experience supporting Senior Leader. Working with a corporate leader in Washington, DC a plus.

• Highly motivated individual with strong interpersonal skills and a self-motivated drive.

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Concur, Ariba, WebEx.

• Experience managing the schedule and contacts of a busy senior leader (i.e., considers time zones, travel time, meeting location, etc.)

• Experience reconciling invoices and completing expense reports.

• Organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Ability to build positive and collaborative working relationships with stakeholders, including staff, company executives, peers, and external partners.

• Expert level written and verbal communication skills.

• Resourceful, self-sufficient, forward-looking thinker with demonstrated proactive approaches to problem-solving with strong decision-making capability.

• Proven ability to handle confidential information with tact and discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responsiveness.

Preferred Qualifications:

• Expert in Microsoft Office

• Available and willing to work extended hours per day or per week, including weekends and holidays to meet business needs as warranted.

Physical Requirements:

• At least 21 years of age.

• Must have a valid driver’s license.

• Able to sit and/or stand for long periods of time and work on a computer for extended periods.

• Lifting may be required.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Location

Rochester, New York

Additional Locations

Field Office - Washington DC

Job Type

Full time

Job Area

Administrative Support

The salary range for this role is:

$33.41 - $49.08

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. We offer comprehensive package of benefits including paid time off, medical/dental/vision insurance, 401(k), and any other benefits to eligible employees.

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).

Not sure you meet all qualifications? Research shows that women and members of other under-represented groups tend to not apply to jobs when they think they may not meet every qualification, when, in fact, they often do! We are committed to creating a diverse and inclusive environment and strongly encourage you to apply.