Executive Assistant - Data & Digital (Operations)

Summary:

Responsibilities:

• Executive Time & Strategic Calendar Management: Strategically manage complex and dynamic executive calendars, aligning time with organizational priorities while anticipating needs, resolving conflicts, and balancing competing demands. Protect executive focus time and coordinate scheduling across internal and external stakeholders to ensure seamless execution.
• Executive Preparation, Communications & Meeting Support: Prepare briefing materials, agendas, and presentations to ensure leaders are well prepared for strategic discussions. Plan and facilitate leadership meetings and offsites by coordinating logistics, documenting key decisions, and tracking action items through completion.
• Meeting & Event Planning: Coordinate in-person, hybrid, and virtual meetings, workshops, leadership forums, and department events by managing logistics, technology, participant communications, and meeting readiness to deliver a high-quality experience.
• Travel & Expense Management: Manage domestic travel arrangements and prepare, reconcile, and submit accurate expense reports for executives and designated leaders in compliance with company policies.
• Operational Excellence & Project Coordination: Design and maintain systems to track executive priorities, initiatives, deliverables, and follow-up actions. Coordinate cross-functional projects and confidential initiatives while identifying opportunities to improve workflows, streamline processes, and enhance operational efficiency.
• Stakeholder & Relationship Management: Serve as a trusted liaison between executives, business leaders, employees, external partners, and vendors. Build collaborative relationships, exercise sound judgment and discretion, and support executive participation in speaking engagements, leadership events, and strategic communications.
• Team Operations & Employee Engagement: Support leadership by coordinating onboarding activities, employee engagement initiatives, recognition programs, and team events. Partner with Administrative Services and colleagues to provide backup support, share best practices, and contribute to a collaborative, high-performing administrative community.
• Confidentiality & Executive Partnership: Handle highly confidential information with the utmost professionalism and discretion while serving as a trusted partner who anticipates executive needs, resolves challenges proactively, and supports special projects that advance the priorities of the Organizational Effectiveness, Learning & Change leadership team.

Qualifications:

• Relevant degree preferred.
• 5 or more years of relevant experience in a corporate environment as a senior administrative support role required.
• Proficiency in Microsoft Word, Excel, PowerPoint and Teams required. Workday and Concur, are a plus.
• Experience integrating AI tools (Microsoft Copilot, ChatGPT, etc.) into administrative processes, meeting management, project tracking and executive communication.
• Sharp written and verbal communication skills.
• Professional, can-do attitude, approach, and presence.
• Strong organization skills and detail orientation with strong self-direction and results driven.
• Strong project management skills to balance multiple priorities with attention to detail required.
• Experience working with employee resource groups and/or community engagement programs preferred.
• Willingness to travel.
• The ideal candidate will join us in a hybrid workplace model (3 days in office) at our Chicago, IL.
• Estimated Hiring Range:
• At Vizient, we consider skills, experience, and organizational needs in our compensation approach. Geographic factors may adjust the range estimate and hires typically fall below the top range. Compensation decisions are tailored to individual circumstances. The current salary range for this role is $68,500.00 to $116,300.00.
• 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.

Preferred Qualifications

• Relevant degree preferred.
• Proficiency in Microsoft Word, Excel, PowerPoint and Teams required. Workday and Concur, are a plus.
• Experience working with employee resource groups and/or community engagement programs preferred.