Admin Services Manager/Asst to Chief Marketing Officer

Gated Talent; Irving (TX); Hybrid; USD 77,000 - 136,000; Full time

Job summary

A leading company offers a vital opportunity for an Administrative Manager supporting the Chief Marketing Officer in Irving, TX. This role involves managing an executive's schedule, leading a team, and ensuring efficient daily operations while fostering a professional environment. The ideal candidate will exhibit strong leadership, exceptional organizational skills, and a commitment to employee engagement, contributing to the company's success and culture.

Benefits

Comprehensive benefits plan

Professional development opportunities

Hybrid work environment

Qualifications

• 5+ years in senior administrative support role required.
• Experience in a people leader role preferred.
• Ability to balance multiple priorities with attention to detail.

Responsibilities

• Manage the Executive's calendar and schedule effectively.
• Coordinate and prepare materials for meetings.
• Lead and manage a team of Executive Assistants.

Skills

Project Management

Organization

Communication

Customer Service

Leadership

Education

Relevant degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Job description

When you’re the best, we’re the best. We instill an environment where employees feel engaged, satisfied and able to contribute their unique skills and talents while living and working as their authentic selves. We provide extensive opportunities for personal and professional development, building both employee competence and organizational capability to fuel exceptional performance through an inclusive environment both now and in the future.

Do you have the knowledge and understanding of what it takes to be a successful administrative partner to C-Suite executives and to leverage that information to inspire a support team to perform at their best? Are you known for keeping pace and remaining flexible when business priorities change? Are you a creator and maintainer of processes, and schedules… known for organizing and critical thinking? Are you someone who possesses strong leadership qualities to guide and motivate a team effectively?

This role will support a C-suite executive and lead a small team of administrative professionals within the Marketing organization. At Vizient, our support professionals are highly respected, and we are committed to investing in our administrative community by offering a unique approach to career development through skill development, knowledge expansion, networking, leadership development, and professional growth. Our administrative professionals are the heart of our organization and are a part of an enterprise support team known as Administrative Services.

Summary

In this role, you will provide high-level administrative support to the Chief Marketing Officer. You will also serve as the Administrative Manager for a small team of Executive Assistants within the same business area and the first point of contact between the executive and internal/external clients positively representing the company, providing superior customer service while maintaining cooperative working relationships.

You will support all aspects of their daily routine to maximize efficiency and impact and serve as a key point of contact between the leadership team and internal and external executive audiences. You will be accountable for challenging and complex assignments that require tact, confidentiality, problem-solving, independent judgment, and timely action.

You will play a crucial part in driving skillset development, goal alignment, and team engagement for the administrative team to ensure the smooth operation of the department, supporting team projects and initiatives, and fostering a professional working environment within the company leading with Vizient’s values: Be Bold, Be Accountable, Be Inclusive, Be Purposeful.

Responsibilities

• Calendar and Schedule Management: Proactively manage the day of the Executive, resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
• Advanced Planning, Preparations & Research: Anticipate pre-meeting needs by conducting research and preparing materials to support the executive’s preparation. May involve coordinating prep calls, meetings, logistics coordination between leaders/teams, etc., and possibly creating or drafting materials if needed. Assist in managing action items; independently conduct follow-ups to ensure timely completion of tasks and where needed.
• Meeting Scheduling & Logistics: Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams. Seek out context of the business (why the team leaders are meeting with people) to assimilate information and provide strategic support.
• Travel Arrangements: Manage travel arrangements, ensuring obligations are strategically prioritized, and prepare, reconcile, and submit expense reports in a timely fashion.
• Expense Reporting: Prepare, reconcile, and submit expense reports in a timely fashion, and according to Vizient expense policies.
• Communications, Correspondence & Materials: Proactively assist with materials: prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), communications, presentations, and other communication materials.
• Meeting Facilitation: Plan and facilitate internal (leadership and team meetings) and external meetings, including preparing materials, taking notes, and following up on action items.
• Efficiency Enhancement: Optimize day-to-day operations for the Executive and self, seeking to increase efficiency, and organization. Deliver a high level of support by proactively establishing processes, timelines, networks, and workflows that support the business’ priorities and initiatives.
• Employee Engagement: Provide leadership in coordinating employee engagement activities within the department and the enterprise Administrative Services group. Manage onboarding activities for the team, as needed.
• Customer Relations: Develop positive rapport with internal and external customers and serve as a trusted sounding board to the Executive. Collaborate with others to facilitate communication and ensure efficient information flows within the business area and across the enterprise.
• Other / Special Projects: Provide project-based support to assigned functions or areas by managing and prioritizing tasks along with participating in special projects.
• Administrative Team Management: Cultivate a cohesive, collaborative environment among administrative professionals through communication and strategic direction, enabling the team to prioritize effectively and support the Company’s evolving needs. Coordinate the execution of mapping administrative staff to the needs of the business, providing guidance and solutions for complex needs.

Qualifications

• Relevant degree preferred.
• 5 or more years of relevant experience in a senior administrative support role required.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Teams required.
• Strong project management skills to balance multiple priorities with attention to detail required.
• Experience in a people leader role preferred.
• Sharp written and verbal communication skills.
• Professional, can-do attitude, approach, and presence.
• Strong organization skills and detail orientation areAdmin necessary.
• Event planning coordination for small and large onsite and offsite meetings.
• Must be self-directed and results oriented.
• Highly skilled at partnerships and collaboration, have a strong sense of emotional intelligence (self and others), and operate with a positive, customer service-oriented attitude.
• Willingness to travel.
• The ideal candidate will be based at our corporate office in Irving, TX and have the opportunity to work in a hybrid environment (3 days a week with the flexibility to work up to 5 days as needed).

#IDS

Estimated Hiring Range

At Vizient, we consider skills, experience, and organizational needs in our compensation approach. Geographic factors may adjust the range estimate and hires typically fall below the top range. Compensation decisions are tailored to individual circumstances. The current salary range for this role is $77,400.00 to $135,400.00.

This position is also incentive eligible.

Vizient has a comprehensive benefits plan! Please view our benefits here:

http://www.vizientinc.com/about-us/careers

Equal Opportunity Employer: Females/Minorities/Veterans/Individuals with Disabilities

The Company is committed to equal employment opportunity to all employees and applicants without regard to race, religion, color, gender identity, ethnicity, age, national origin, sexual orientation, disability status, veteran status or any other category protected by applicable law.

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