Executive Assistant, Solution Delivery

Vistex; Hoffman Estates (IL); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Healthcare plan

401(k) plan

Paid time off

Volunteer days

Discretionary annual bonus

Job summary

Vistex is seeking an Executive Assistant, Solution Delivery to provide operational support to SD leadership and the SD Global Leader. The role focuses on coordination, initiative management, and process implementation support to keep key initiatives on track.

Responsibilities include coordinating day-to-day activities, standardizing processes, tracking milestones, and preparing reports and presentations for senior leaders.

Qualifications

• Bachelor's degree in Business Administration or related field.
• 5 years of operations coordination or related role supporting senior leadership.
• Strong organizational and follow-through skills with multi-priority management.
• Experience gathering, organizing, and presenting data for leadership decisions.
• Demonstrated ability to coordinate cross-functional initiatives and process implementations.
• Strong meeting management, including agenda prep and minutes.

Responsibilities

• Coordinate day-to-day operational activities across the organization.
• Support process standardization efforts and assist with adoption.
• Coordinate initiatives with SD leadership and the Global Leadership Team, track milestones and owners.
• Collaborate with the SVP of Solution Delivery to gather, organize, and present data for reviews.
• Prepare and maintain operational reports, trackers, and presentations.
• Monitor commitments, follow up on actions, and escalate risks when needed.
• Coordinate leadership and operational meetings, agendas, minutes, and follow-ups.
• Assist with onboarding and department-wide coordination for new personnel.

Skills

Operational coordination

Initiative coordination

Data presentation

MS Office & SharePoint

Meeting management

Stakeholder management

Organization & follow-through

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

SharePoint

Job description

Description

Vistex is a global enterprise software and services company that helps businesses take control of their mission-critical processes. With a multitude of programs covering pricing, trade, royalties and incentives, it can be complicated to see where all the money is flowing, let alone how much difference it makes to the topline and the bottom line. With Vistex, business stakeholders can see the numbers, see what really works, and see what to do next – so they can make sure every dollar spent or earned is really driving growth, and not just additional costs. The world’s leading enterprises across a spectrum of industries rely on Vistex every day to propel their businesses.

The Executive Assistant, Solution Delivery is a positive, professional, and detail-oriented individual who provides operational support to both Solution Delivery (SD) Leadership and the SD Global Leader (GLT). This role helps coordinate day-to-day operations, key initiatives, information, and follow-through across the organization.
Rather than serving as a traditional administrative assistant, this position focuses on operational coordination, initiative management, process implementation support, and maintaining alignment across SD Leadership and the SD GLT. The role works closely with leaders to organize information, track priorities and action items, coordinate activities, and help ensure key initiatives remain on track.

Responsibilities :

• Partner with Solution Delivery leadership to coordinate day-to-day operational activities, priorities, and follow-up items across the organization.
• Support leadership-led process standardization efforts by coordinating activities, documenting agreed-upon processes, and assisting with implementation and adoption as needed; this role facilitates the work rather than owning or defining the standards.
• Coordinate initiatives and projects in partnership with Solution Delivery leadership and the Global Leadership Team (GLT), including tracking milestones, action items, owners, dependencies, and deadlines.
• Work closely with leadership reporting to the SVP of Solution Delivery to gather, organize, validate, and maintain data and information needed for operational reviews, decision-making, reporting, and presentations.
• Prepare and maintain operational reports, trackers, presentations, and other materials using Excel, Word, PowerPoint, SharePoint, and related tools.
• Keep leadership and key stakeholders on track by monitoring commitments, following up on outstanding actions, and escalating risks, delays, or dependencies when appropriate.
• Coordinate leadership and operational meetings, prepare agendas and materials, capture meeting minutes and decisions, and distribute and track follow-up actions.
• Work closely with Solution Delivery operations leadership, including VP of Operations, to provide additional coordination and operational support for key priorities, reporting, and initiatives.
• Assist with process and procedure maintenance, documentation, and continuous improvement activities under the direction of Solution Delivery leadership.
• Support onboarding and coordination activities for new Solution Delivery personnel and other department-wide operational needs.
• Provide limited clerical and administrative support when necessary, while maintaining primary focus on operational coordination, initiative execution, and day-to-day business support.
• Coordinate department events, communications, and other cross-functional activities as needed.

The compensation for this position is $85k to $115k annually. Base pay will vary depending on factors, including but not limited to, a candidate’s location, job-related knowledge, skills and work experience. The compensation package may also include incentive compensation opportunities in the form of discretionary annual bonus. Vistex provides highly competitive benefits including comprehensive healthcare plan, 401(k) and paid time off, including paid volunteerism days!

About us:The Vistex platform helps businesses finally get control of all their different promotions, rebates, SPAs, discounts, and other incentives. With so many programs across so many partner relationships, it can be impossible to see where all the money is going, let alone how much difference it is actually making to revenue. With Vistex, business leaders can see the numbers, see what really works, and see what to do next – so they can make sure every dollar they spend really is driving more growth, not just more costs. It is why global enterprises ranging from Coca-Cola to Sony to Grainger rely on Vistex every day. Vistex | Now it all adds up. ™

Qualifications

Education

Required

Bachelors or better in Business Administration or related field.

Experience

Required

5 years:

5 years:

Experience in operations coordination, project or initiative coordination, business administration, or a related role supporting senior-level leadership.

Strong organizational and follow-through skills with the ability to manage multiple priorities, deadlines, stakeholders, and action items.

Experience gathering, organizing, and presenting data and information for leadership review and decision-making.

Demonstrated ability to coordinate cross-functional initiatives and support implementation of processes and procedures.

Strong meeting management skills, including agenda preparation, meeting minutes, action tracking, and follow-up.

Self-directed, detail-oriented problem solver who can work effectively in a complex and dynamic environment.

Excellent written and verbal communication skills with the ability to work effectively with senior leaders and diverse global teams.

Strong planning, time management, and stakeholder management skills.

Advanced proficiency with Microsoft Office Suite, specifically Word, Excel, and PowerPoint, as well as SharePoint and related collaboration tools.

Ability to represent Vistex internally and externally in a professional manner at all times.

Preferred

Familiarity or experience in a professional services, consulting, technology, or similarly fast-paced global environment.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.