Executive Assistant - Spend Management

Vizient•Chicago, IL

1d•$68,500 - $116,300•Hybrid

About The Position

The Executive Assistant supports senior leaders within Vizient’s Spend Management Client Services & Delivery organization and serves as an integral partner to the leadership team. The role helps structure executive priorities, facilitate effective communication and collaboration, and prepare leaders for meetings, travel, events, and key business activities. The Executive Assistant works with leaders and team members across Spend Management and the broader enterprise, and collaborates with Vizient’s community of administrative professionals through its Administrative Services enterprise support team. This is an office-based hybrid role with an expectation of three days per week on site. The position may be based in Vizient’s Irving, Texas; Chicago, Illinois; or Centennial, Colorado office. The role is incentive eligible, with a stated salary range of $68,500 to $116,300, subject to geographic and individual factors.

Requirements

At least 5 years of experience supporting senior executives in a complex, fast-paced business environment.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Co-Pilot.
Strong organizational, planning, and project coordination skills, including the ability to manage multiple priorities precisely.
Excellent written and verbal communication skills.
Professional presence and a proactive, collaborative, solutions-oriented mindset.
Strong attention to detail and the 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 organizational levels.
Ability to work effectively 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, handling confidential matters with professionalism and sound judgment.
Manage complex executive calendars, meetings, appointments, and priorities with strong organization and attention to detail.
Resolve scheduling conflicts independently and plan proactively to prepare executives for meetings, commitments, travel, and business priorities.
Coordinate domestic and occasional business travel, including transportation, lodging, itineraries, meeting logistics, and changes.
Prepare and submit expense reports promptly, and support review and reconciliation of executive expenses.
Serve as a primary liaison for supported executives, managing communication flow and building relationships with internal and external stakeholders.
Represent leadership professionally in interactions with colleagues, clients, members, business partners, and other stakeholders.
Understand leaders’ priorities and help align calendars, meetings, and activities with 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 before meetings.
Track key meetings, action items, follow-ups, and commitments to support momentum and accountability.
Anticipate executive and team needs and identify and resolve gaps in information, scheduling, communication, or coordination.
Help executives navigate competing priorities and adjust plans as business needs evolve.
Support communication and coordination across the Spend Management Services & Delivery leadership team.
Assist with leadership meetings, team events, employee engagement activities, and initiatives that strengthen team culture and connection.
Identify opportunities to improve administrative processes, communication, and team effectiveness, and implement improvements when appropriate.
Build understanding of the Spend Management business, organizational priorities, stakeholders, and team structure to provide increasingly strategic support.
Provide backup support to administrative colleagues and contribute to the 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.