Administrative Assistant - Spend Management

Vizient•Chicago, IL

20h•$45,100 - $76,500•Hybrid

About The Position

Vizient Inc. is seeking an experienced Administrative Assistant to provide comprehensive administrative support to senior leadership within the Spend Management business area. This role involves complex and high-visibility assignments that require discretion, sound judgment, problem solving, and timely execution. The Administrative Assistant will act as a trusted partner, representing leadership with professionalism and ensuring a high level of service, while fostering strong working relationships across teams. This position is critical in enabling the success of a fast-scaling organization, supporting key initiatives, and reinforcing a culture aligned with Vizient’s values: Be Bold, Be Accountable, Be Inclusive, Be Purposeful. In this role, you will support administrative activities for an assigned function by coordinating schedules, meetings, and team initiatives. You will proactively anticipate needs, identify potential gaps, and take action to ensure smooth day-to-day operations and effective use of team time. You will manage logistics, troubleshoot basic issues, and provide project-based support while maintaining organized systems and ensuring timely communication. You will collaborate with clients and internal teams, handle sensitive information with discretion, and contribute to a productive and efficient work environment.

Requirements

2 or more years of relevant experience required.
Demonstrated ability to handle sensitive information with discretion.
Strong collaboration skills and ability to build relationships with clients and teams.
Strong organizational skills with ability to manage multiple priorities and anticipate needs in a dynamic environment.
Excellent written and verbal communication abilities.
High attention to detail and ability to anticipate needs.
Proficiency in Microsoft Word, Excel, and PowerPoint required.
Demonstrated willingness to learn new tools, systems, and processes, with a focus on building foundational administrative skills.
Continuously seek opportunities to improve processes and enhance team efficiency.

Nice To Haves

Relevant degree preferred.
Experience coordinating meetings and events preferred.

Responsibilities

Maintain confidentiality while handling sensitive information and communications.
Apply sound judgment in handling routine issues independently while escalating more complex matters as appropriate.
Manage calendars, schedules, and meeting coordination in collaboration with leaders, ensuring accuracy, alignment and proactive resolution of conflicts.
Coordinate meeting and event logistics, including travel, room setup, A/V, and catering.
Support meeting preparation by coordinating agendas, materials, and communications, and ensure timely follow-up on action items.
Prepare and revise documents, correspondence, and presentations.
Support team projects and initiatives by tracking progress, coordinating communications, and helping ensure alignment across stakeholders.
Organize and maintain shared databases and file systems (e.g., SharePoint, shared drives).
Serve as a point of contact across teams, addressing inquiries with professionalism, ensuring timely and accurate communication, and supporting daily operations.
Identify gaps in information or coordination and proactively seek clarification to ensure seamless execution of tasks and activities.
Process expense reports, invoices, and time tracking with accuracy and timeliness.
Provide onboarding support, including workspace setup and system orientation and coordination to ensure a smooth and welcoming experience.
Deliver on-site meeting support, including setup and attendee assistance.
Contribute to team culture and engagement initiatives that support a positive and collaborative work environment.