Administrative Assistant - Spend Management

Vizient•Irving, TX

1d•$45,100 - $76,500•Hybrid

About The Position

Vizient Inc. is seeking an experienced Administrative Assistant to provide comprehensive administrative support to senior leadership in the Spend Management Business Unit. The role supports administrative activities for 2–4 VPs, managing daily operations and serving as a key point of contact between leadership and internal and external stakeholders. The assistant helps leaders maximize efficiency and impact by anticipating needs, maintaining structure as priorities shift, and ensuring effective use of team time. The position involves complex, high-visibility assignments requiring discretion, sound judgment, problem solving, and timely execution. The assistant coordinates schedules, meetings, and team initiatives; manages logistics and basic troubleshooting; provides project-based support; and maintains organized systems and timely communications. The role also assists with AI initiatives and contributes to team priorities and a productive, collaborative work environment. This is an office-based role with an expectation of working on site three days per week in the Dallas or Chicago office. The estimated salary range is $45,100 to $76,500, and the position is incentive eligible.

Requirements

At least 2 years of relevant experience.
Demonstrated ability to handle sensitive information with discretion.
Strong collaboration skills and ability to build relationships with clients and teams.
Strong organizational skills and ability to manage multiple priorities and anticipate needs in a dynamic environment.
Excellent written and verbal communication skills.
High attention to detail and ability to anticipate needs.
Proficiency in Microsoft Word, Excel, and PowerPoint.
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 when handling sensitive information and communications.
Use sound judgment to handle routine issues independently and escalate more complex matters as appropriate.
Manage leaders’ calendars, schedules, and meeting coordination, resolving conflicts proactively.
Coordinate meeting and event logistics, including travel, room setup, audiovisual arrangements, and catering.
Prepare meetings by coordinating agendas, materials, and communications, and follow up on action items.
Prepare and revise documents, correspondence, and presentations.
Support team projects and initiatives by tracking progress and coordinating communications among stakeholders.
Organize and maintain shared databases and file systems, including SharePoint and shared drives.
Serve as a point of contact across teams, respond professionally to inquiries, and support daily operations with timely, accurate communication.
Identify information or coordination gaps and seek clarification to ensure smooth execution.
Process expense reports, invoices, and time tracking accurately and promptly.
Support onboarding by coordinating workspace setup, system orientation, and related arrangements.
Provide on-site meeting support, including setup and attendee assistance.
Contribute to team culture and engagement initiatives.
Assist with AI initiatives.