Executive Assistant - Senior Vice-Presidents - Office of Spend Management Services & Delivery (SMSD)

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 SVP/GM of Spend Management Services & Delivery and the SVP of Delivery Operations & Analytics.

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 administrative support to two Senior Vice Presidents. You will support all aspects of their daily routine to maximize efficiency and impact and serve as a key point of contact between the leadership team and both internal and external executive audiences. You will represent SMSD in a positive way and provide superior customer service while maintaining cooperative working relationships.

You will be accountable for challenging and complex assignments that require tact, confidentiality, problem solving, independent judgment and action. 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 within the company leading with Vizient's values: Be Bold, Be Accountable, Be Inclusive, Be Purposeful.

Responsibilities:

• Heavy Calendar and Schedule Management: Proactively manage the day/weeks of the Executives, resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
• Advanced Planning, Preparations & Research: Anticipate pre-meeting needs by conducting research and preparing materials to support the executive's preparation. You will be involved coordinating prep calls, meetings, logistics coordination between leaders/teams, etc., and possibly creating or drafting materials if needed. Assist in managing action items for SMSD leadership; independently conduct follow-ups to ensure timely completion of tasks and where needed.
• Meeting Scheduling & Logistics: Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams, Zoom, or WebEx. Seek out context of the business (why the team leaders are meeting with people) to assimilate information and provide strategic support.
• Town Hall Meeting Hosting: Collaborate with Vizient Marketing and Learning/Education teams to organize, prepare, and host large team town halls throughout the year.
• Travel Arrangements: Oversee extensive travel planning for the SVP/GM, strategically prioritize commitments while continuously planning ahead to ensure preferred travel preferences are met. Adaptable to frequent and rapid changes.
• Expense Reporting: Prepare, reconcile, and submit expense reports in a timely fashion, and according to Vizient expense policies.
• Communications, Correspondence & Materials: Proactively assist SMSD leadership with materials: prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), communications, presentations, and other communication materials. Manage communications with third parties regarding scheduling needs and expectations.
• Meeting Facilitation: Collaborate with team leaders to plan and facilitate leadership and team meetings, including preparing materials, taking notes, and following up on action items.
• Efficiency Enhancement: Optimize day-to-day operations for Executive(s) and self, seeking to increase efficiency, and organization. Deliver a high level of support by proactively establishing processes, timelines, networks, and workflows that support the team leaders' priorities and initiatives.
• Employee Engagement: Provide leadership in coordinating employee engagement activities within the department and within the enterprise Administrative Services group. Partner with Administrative Manager on all onboarding activities for the SMSD team.
• Customer Relations: Develop positive rapport with internal and external customers and serve as a trusted sounding board to the Executive(s). Serve as liaison for other teams; resolves basic inquiries regarding department policies and activities. Collaborate with other assistants to facilitate communication and ensure efficient information flow within the business area and across the enterprise.
• Other / Special Projects: Provide project-based support to assigned function or area by managing and prioritizing tasks along with participating in special projects. Operate with complete discretion and serve as a trusted sounding board to the Executives.

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.
• Ability to be flexible and adjust swiftly and professionally is essential.
• 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

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.