Executive Assistant - Marketing

Vizient; Chicago (IL); Hybrid; USD 68,500 - 116,300; Full time

Benefits offered by this job

Hybrid workplace model

Incentive eligibility

Job summary

Vizient is seeking an experienced Executive Assistant in Chicago, IL to provide robust support to executive leadership. You'll manage complex calendars, coordinate travel arrangements, and prepare executive communications. The ideal candidate has over 5 years in administrative roles, strong project management skills, and advanced proficiency in Microsoft Office.

This role operates in a hybrid work model and focuses on enhancing team engagement and business effectiveness while upholding Vizient's core values.

Qualifications

• 5+ years of experience as a senior administrative support or executive assistant.
• Ability to support multiple senior leaders in a fast-paced environment.
• Advanced proficiency in Microsoft Office Suite is required.

Responsibilities

• Manage calendars and schedule day-to-day activities for executives.
• Coordinate travel arrangements and prepare expense reports.
• Support project management and track milestones for organizational initiatives.

Skills

Project management

Organizational skills

Microsoft Office Suite

Communication skills

Education

Relevant degree

Tools

Workday

Concur

Job description

Summary

In this role, you will serve as a trusted business partner responsible for supporting executive priorities, team operations, meetings, communications, and organizational initiatives. You will support all aspects of executive operations while helping drive organizational effectiveness, team engagement, and successful execution of key business priorities. You will serve as a key point of contact for leadership teams, internal stakeholders, customers, vendors, and executive audiences. You will provide exceptional customer service while maintaining strong working relationships and handling sensitive information with professionalism and discretion. You will be accountable for challenging and complex assignments that require sound judgment, problem‑solving skills, independent action, and a high degree of accountability. Beyond traditional executive support responsibilities, this role will help facilitate leadership team effectiveness by coordinating team meetings, tracking action items, supporting planning activities, and helping ensure successful execution of strategic initiatives. You will play a critical role in ensuring the smooth operation of the department, supporting team projects and initiatives, and fostering a professional working environment while leading with Vizient's values.

Responsibilities

• Calendar and Schedule Management: Proactively manage the day‑to‑day activities of multiple executives by resolving conflicts, coordinating priorities, anticipating needs, and ensuring an effective approach to time management.
• Advanced Planning, Preparation & Research: Anticipate pre‑meeting needs by conducting research and preparing materials to support executive preparation. This includes coordinating prep calls, meetings, logistics, and communications across teams and stakeholders. Assist in managing action items and independently conduct follow‑up to ensure timely completion of deliverables.
• Meeting Scheduling & Logistics: Coordinate in‑person, hybrid, and virtual meetings with internal and external audiences, including Teams and Zoom meetings. Seek context and gather information to provide proactive and strategic support.
• Travel Arrangements & Expense Reporting: Manage travel arrangements, ensuring obligations are strategically prioritized and aligned with Vizient travel policies. Prepare, reconcile, and submit expense reports in a timely manner for executives and their leadership teams.
• Communications & Presentation Support: Prepare, compose, edit, and distribute agendas, meeting materials, presentations, reports, correspondence, and communications. Manage communications with internal and external stakeholders regarding scheduling needs and expectations.
• Marketing Team Support: Support planning and execution of meetings, team offsites, employee engagement events, and other organizational initiatives. Coordinate logistics including meeting space, catering, communications, attendee management, and event support as needed.
• Efficiency Enhancement: Optimize day‑to‑day operations for executives and teams by establishing processes, timelines, workflows, and organizational systems that improve effectiveness and efficiency.
• Employee Engagement: Support leadership in coordinating employee engagement activities within the department and the enterprise Administrative Services team. Partner with Business Unit Administrative Managers on onboarding activities and team integration efforts.
• Customer & Stakeholder Relations: Develop positive rapport with internal and external stakeholders and serve as a trusted partner to executives. Collaborate with other administrative professionals to facilitate communication and ensure efficient information flow across the organization.
• Project Management & Special Initiatives: Support cross‑functional projects and organizational initiatives by coordinating activities, tracking milestones, managing deliverables, and ensuring timely follow‑up. Identify opportunities to improve processes, streamline workflows, and enhance organizational effectiveness. Participate in special projects that provide opportunities for professional growth, expanded business exposure, and increased organizational impact.

Qualifications

• Relevant degree preferred.
• 5 or more years of experience in a senior administrative support or executive assistant role within a corporate environment required.
• Demonstrated ability to support multiple senior leaders simultaneously in a fast‑paced environment.
• Strong project management and organizational skills with exceptional attention to detail.
• Proven ability to prioritize competing demands and execute with limited direction.
• Demonstrated ability to exercise sound judgment, anticipate needs, and independently drive work to completion.
• Advanced proficiency in Microsoft Office Suite required; experience with Workday and Concur preferred.
• Experience integrating AI tools (Microsoft Copilot, ChatGPT, etc.) into administrative processes, meeting management, project tracking and executive communication.
• Strong written and verbal communication skills.
• Executive presence with a professional, can‑do attitude and strong interpersonal skills.
• Self‑motivated, highly organized, and results‑oriented.
• Experience supporting marketing, communications, commercial, or customer‑facing organizations preferred.
• Interest or familiarity with marketing is a plus.
• Willingness to travel occasionally (less than 20%).

Workplace

The ideal candidate will join us in a hybrid workplace model (3 days in office) at our office located in Chicago, IL.

Career Framework

Business Support - Senior Support (B3)

Compensation

Estimated Hiring Range: $68,500.00 to $116,300.00. This position is also incentive eligible.