Executive Administrative Partner to Senior Leaders

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

Benefits offered by this job

Incentive eligible

Comprehensive benefits

Job summary

Vizient Inc. seeks an experienced Administrative Assistant to provide comprehensive support to senior leaders within the Spend Management Services unit.

You will manage calendars, travel logistics, meeting coordination, and confidential communications across multiple executive stakeholders. This on-site role requires discretion, strong organizational skills, and the ability to adapt in a fast-paced, matrixed 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.

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.

Skills

Administrative experience

Collaboration skills

Organizational skills

Written and verbal communication

Attention to detail

Discretion with sensitive information

Education

Relevant degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Vizient Inc. seeks an experienced Administrative Assistant to provide comprehensive support to senior leaders within the Spend Management Services unit.

You will manage calendars, travel logistics, meeting coordination, and confidential communications across multiple executive stakeholders. This on-site role requires discretion, strong organizational skills, and the ability to adapt in a fast-paced, matrixed environment.