Administrative Assistant - Spend Management

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 business 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 Management Business Unit.

In this role, you will provide administrative support to senior executives and help manage all aspects of their daily operations to maximize efficiency, effectiveness, and impact. You will serve as a key point of contact between leadership and internal and external stakeholders.
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 leadership success, supporting key business priorities, and assisting with AI initiatives

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 the Dallas or Chicago office.

Estimated Hiring Range:

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.