Executive Assistant - Office of Strategy Management (OSM)

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 executives? Are you known for keeping pace and remaining flexible when business priorities change? Are you a creator and maintainer of processes, and schedules... known for organizing and critical thinking? Are you confident interacting with all levels of management? If you're nodding your head, then this position might be right for you. Vizient Inc. is seeking a seasoned Executive Assistant to provide support to the Office of Strategy Management (OSM) leadership team.

At Vizient, our support professionals are highly respected, and we are committed to investing in our administrative community by offering a unique approach to career development through skill development, knowledge expansion, networking, leadership development and professional growth. Our administrative professionals are the heart of our organization and are a part of an enterprise support team known as Administrative Services.

Summary:

In this role, you will provide high-level administrative support to the Office of Strategy Management (OSM) Leadership Team, which includes two Senior Vice Presidents and two Vice Presidents. You will play a pivotal role in ensuring the efficiency and effectiveness of their day-to-day operations, helping to maximize their impact. You will represent the OSM with professionalism and provide exceptional customer service as a key point of contact between the leadership team and both internal and external executive stakeholders.

You will manage complex and dynamic tasks that demand confidentiality, independent problem-solving, sound judgment, and a proactive approach. You will be instrumental in driving the success of the department by supporting key projects, initiatives, and fostering a positive and professional environment in alignment with the company's core values: Be Bold, Be Accountable, Be Inclusive, and Be Purposeful.

Responsibilities:

• Calendar and Schedule Management: Strategically manage the day-to-day schedule of the executive(s) by proactively resolving conflicts, coordinating meetings, and prioritizing commitments. Anticipate needs to ensure effective time management, allowing the executive to focus on key objectives.
• Advanced Planning, Preparations & Research: Anticipate and plan ahead for meetings by conducting research, preparing materials, and ensuring all necessary resources are available. This includes coordinating prep calls, meetings, and logistics between leaders and teams. Proactively manage action items for leadership, following up independently to ensure timely task completion.
• Meeting Scheduling & Logistics: Coordinate and facilitate in-person, hybrid, and virtual meetings with internal and external stakeholders. Understand the context of the business to offer strategic insights and ensure meetings are purposeful, well-organized, and aligned with broader objectives.
• Travel Arrangements: Strategically manage and optimize travel arrangements to align with key obligations and business priorities. Ensure all logistics are handled seamlessly and that all necessary travel details support the executive's agenda.
• Expense Reporting: Prepare, reconcile, and submit expense reports efficiently and in compliance with company policies. Maintain a system for tracking expenses that ensures timely and accurate reporting.
• Communications, Correspondence & Materials: Assist with the preparation, composition, and editing of documents, including agendas, minutes, notifications, presentations, and other communications materials. Manage all correspondence with third parties, ensuring clear communication around scheduling and expectations.
• Meeting Facilitation: Collaborate with leadership to plan meetings, including preparing materials, taking notes, supporting facilitation and managing follow-up actions. Ensure meetings are focused, efficient, and productive, driving progress on key initiatives
• Efficiency Enhancement: Continuously seek ways to improve operations for the executive(s) and self. Establish processes, workflows, and networks to optimize organization, increase efficiency, and support the achievement of key objectives
• Employee Engagement: Support leadership in driving employee engagement initiatives by helping implement and manage their engagement action plans. Collaborate with leaders to ensure alignment with overall team goals and provide logistical and strategic support for engagement activities within the department. Partner with the Administrative Manager to ensure a smooth and effective onboarding process for new team members, fostering a positive and cohesive team environment from the start.
• Customer Relations: Foster strong relationships with internal and external stakeholders, acting as a trusted advisor to the executive(s) and liaison between teams. Collaborate with other assistants to ensure efficient communication and information flow across the business area and the enterprise.

Qualifications:

• Relevant degree preferred.
• 5 or more years of relevant experience in a senior administrative support role required.
• Proficiency in Microsoft Word, Excel, and PowerPoint required.
• Strong project management skills to balance multiple priorities with attention to detail required.
• Sharp written and verbal communication skills.
• Professional, can-do attitude, approach, and presence.
• Strong organizational skills and detail-orientation is necessary.
• Event planning coordination for small and large onsite and offsite meetings.
• Proven ability to use appropriate judgment when dealing with sensitive information.
• Must be self-directed and results oriented.
• Highly skilled at partnerships and collaboration, with a positive, customer service-oriented attitude.
• Willingness to travel.
• The ideal candidate will work at our corporate office located in Irving, TX or Chicago, IL.

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.