Administrative Assistant

Administrative Assistant

The Administrative Assistant supporting the IT organization plays a critical role in enabling the effectiveness and efficiency of IT leadership and the broader organization. This role serves as a trusted operational partner to senior IT leaders, ensuring seamless coordination of executive priorities, operating rhythms, and administrative functions. This individual anticipates leadership and organizational needs, removes friction from day-to-day operations, and ensures strong alignment across IT teams. Success in this role requires strong business judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced, dynamic environment.

Responsibilities

Executive & Leadership Support

• Provide direct administrative support to senior IT leaders, including calendar management, travel coordination, and meeting logistics
• Proactively manage competing priorities, ensuring leaders are prepared and focused on highest-value activities
• Serve as a central coordination point across leadership teams to ensure alignment and communication

IT Operating Rhythm & Governance

• Coordinate IT leadership forums (e.g., ITLT, OCIO LT), including agenda development, materials preparation, and follow-ups
• Track action items, decisions, and key deliverables to ensure accountability across teams
• Support execution of recurring IT operating cadence (monthly, quarterly, annual planning cycles)

Cross-Functional Coordination & Communications

• Partner across IT functions to coordinate meetings, communications, and key initiatives
• Draft and distribute executive communications, meeting summaries, and presentation materials
• Ensure effective communication flow between IT leadership and stakeholders

Administrative & Operational Support

• Manage travel arrangements, expense coordination, and vendor-related administrative processes (including purchase orders)
• Coordinate logistics for meetings, offsites, and team events
• Maintain organized records, documentation, and files

Presentation & Material Development

• Develop high-quality, executive-ready presentations and supporting documentation
• Support preparation of materials for leadership reviews and governance forums

Process Improvement & Organizational Enablement

• Identify and implement process improvements to enhance administrative efficiency
• Establish and maintain standard ways of working across supported teams
• Support special projects and initiatives as assigned

Minimum Qualifications

• 3 + years office administrative support experience, preferable to senior management
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel (including building pivot tables) and an emphasis in PowerPoint.
• Strong skills calendaring and planning events
• Strong organizational and time management skills with the ability to prioritize
• Excellent communication skills both verbally and written 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
• High professional ethical standards and ability to maintain confidence
• Ability to coordinate multiple projects, set priorities, and deliver projects with deadlines
• High degree of accuracy, and attention to detail
• Self-starter who is comfortable with ambiguity

Preferred Qualifications

• Experience working in Agile
• Experience with the following tools: Workday, Jira, Miro, Confluence, Outlook, WebEx, Zoom, Microsoft Teams

Physical Requirements/Work Environment

• Sitting, working at desk/personal computer for extended periods of time
• Primary work environment is an office setting
• Must have a valid driver's license
• Must be at least 21 years of age

Location: Chicago, Illinois

Job Type: Full time

Job Area: Administrative Support

The salary range for this role is: $28.19 - $40.56

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).

Constellation Brands