Administrative Assistant - Spend Management

Vizient, Inc.; Chicago (IL); On-site; USD 45,000 - 77,000; Full time

Job summary

Vizient, Inc. is seeking an experienced Administrative Assistant to provide comprehensive administrative support to senior leadership within the Spend Manage business area.

You will manage complex schedules, coordinate meetings and travel, prepare documents and presentations, and handle sensitive information with discretion while partnering with leaders across teams to ensure timely, high-quality execution.

Qualifications

• Relevant degree preferred.
• 2+ years of relevant experience required.
• Demonstrated ability to handle sensitive information with discretion.
• Strong collaboration and ability to build relationships with clients and teams.
• Strong organizational skills and ability to manage multiple priorities in a dynamic environment.
• Excellent written and verbal communication abilities.
• High attention to detail and proactive mindset.
• Proficiency in Microsoft Word, Excel, and PowerPoint.

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 and proactive resolution of conflicts.
• Coordinate meeting and event logistics, including travel, room setup, A/V, and catering.
• Prepare and revise documents, correspondence, and presentations.
• Support team projects and initiatives by tracking progress and coordinating communications.
• Organize and maintain shared databases and file systems (e.g., SharePoint, shared drives).
• Serve as a point of contact across teams, addressing inquiries professionally and ensuring timely communication.
• Identify gaps in information or coordination and seek clarification to ensure seamless execution.
• Process expense reports, invoices, and time tracking with accuracy and timeliness.
• Provide onboarding support and workspace/system orientation for new hires.
• Deliver on-site meeting support and attendee assistance.
• Contribute to team culture and engagement initiatives.

Skills

Collaboration

Organization

Communication

Discretion with sensitive information

Education

Relevant degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

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 experience supporting senior executives in a fast-paced, highly matrixed environment? Are you known for staying agile as priorities shift, while maintaining structure, organization, and forward momentum? Are you someone who builds and improves processes, manages complex schedules, and applies strong critical thinking? Are you confident engaging with leaders across all levels of an organization? If so, this role may be a great fit.

Vizient Inc. is seeking an experienced Administrative Assistant to provide comprehensive administrative support to senior leadership within the Spend Manage business area.

You will be responsible for complex and high-visibility assignments that require discretion, sound judgment, problem solving, and timely execution. You 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 role plays a critical part 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.

Summary:

In this role, you will support administrative activities for 2- 4 VPs within the Spend Management Services Business Unit. You will coordinate 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.

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.

Qualifications:

• Relevant degree preferred.
• 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.
• Experience coordinating meetings and events preferred.
• 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.

This is an office-based role with an expectation of three days per week on site in Texas, or Chicago

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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 $45,100.00 to $76,500.00.

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.