Executive Assistant

Vizient•Chicago, IL

35d•$68,500 - $116,300•Hybrid

About The Position

In this role, you will support senior leaders within Vizient’s SM Client Services & Delivery organization and become an integral partner to the leadership team. You will help create structure around executive priorities, facilitate effective communication and collaboration, and ensure leaders are well prepared for meetings, travel, events, and key business activities. You will work closely with leaders and team members across Spend Management and the broader enterprise, while also collaborating with Vizient’s highly engaged community of administrative professionals. At Vizient, we are committed to investing in our administrative community through skill development, knowledge expansion, networking, leadership development, and professional growth. Our administrative professionals are central to how we operate and are part of an enterprise support team known as Administrative Services.

Requirements

5 or more years of experience supporting senior executives in a complex, fast-paced business environment required.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Co-Pilot and Chat GPT and other standard business productivity tools required.
Strong organizational, planning, and project coordination skills with the ability to manage multiple priorities with precision.
Excellent written and verbal communication skills.
Professional presence with a proactive, collaborative, and solutions-oriented mindset.
Strong attention to detail and demonstrated ability to anticipate executive and organizational needs.
Experience coordinating executive meetings, leadership sessions, team events, and other small- and large-scale meetings.
Demonstrated ability to handle sensitive and confidential information with discretion.
Self-directed, resourceful, adaptable, and results oriented.
Strong interpersonal skills and emotional intelligence with the ability to build trusted relationships across all levels of an organization.
Ability to work effectively in an environment where priorities and schedules may change frequently.
Willingness and ability to travel periodically based on business needs.

Nice To Haves

Relevant degree preferred.
Experience supporting multiple senior leaders and managing competing priorities preferred.

Responsibilities

Maintain discretion and protect sensitive and confidential information at all times; handle confidential matters with professionalism and sound judgment.
Manage complex executive calendars, meetings, appointments, and priorities with a high degree of organization and attention to detail.
Independently resolve scheduling conflicts and proactively plan ahead to ensure executives are prepared for upcoming meetings, commitments, travel, and business priorities.
Coordinate domestic travel and occasional business travel, including transportation, lodging, itineraries, meeting logistics, and changes as needed.
Prepare and submit timely expense reports and support appropriate review and reconciliation of executive expenses.
Serve as a primary liaison for the executives supported, helping manage communication flow and building strong relationships with internal and external stakeholders.
Represent leadership professionally in interactions with colleagues, clients, members, business partners, and other stakeholders.
Partner with leaders to understand priorities and help ensure calendars, meetings, and activities remain aligned with key organizational and team objectives.
Coordinate leadership team meetings, business reviews, planning sessions, town halls, offsites, and other team events.
Develop and distribute meeting agendas, presentation materials, reports, correspondence, and other materials in advance of meetings.
Track key meetings, action items, follow-ups, and commitments to help maintain momentum and accountability across the leadership team.
Anticipate executive and team needs and proactively identify and resolve gaps in information, scheduling, communication, or coordination.
Partner with executives to navigate competing priorities and adjust plans as business needs evolve.
Support communication and coordination across the Spend Management Services & Delivery leadership team to promote alignment and information sharing.
Assist with planning leadership meetings, team events, employee engagement activities, and other initiatives that strengthen team culture and connection.
Identify opportunities to improve administrative processes, communication, and overall team effectiveness and implement improvements when appropriate.
Build a strong understanding of the Spend Management business, organizational priorities, stakeholders, and team structure to provide increasingly strategic and effective support.
Provide backup support to administrative colleagues as needed and contribute to the overall effectiveness of the Administrative Services community.
Share best practices, tools, and knowledge with administrative colleagues and support onboarding or development of other administrative professionals as appropriate.
Perform other administrative and business support activities as needed to support leadership and organizational priorities.