Executive Assistant to Director, Administrative Services

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 senior 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 administrative support to the Administrative Services leadership team.

In this role, you will support the Director of Administrative Services / Assistant to the CEO and work with some of the most collaborative and ambitious Support Professionals in the business.

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 the Director of Administrative Services / Assistant to the CEO along with other Senior Executive Assistant / Administrative Managers.

You will perform a wide range of highly diversified and confidential administrative tasks in support of this team. You will also serve as an administrative back up support to the Company’s most senior executives.

You will manage several routine tasks for the Administrative Services leadership team. You will also be accountable for challenging and complex assignments that require tact, confidentiality, problem solving, independent judgement, and timely action.

You will represent the company in a positive manner, collaborate effectively with other administrative staff and provide superior customer service.

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 :

• Calendar and Schedule Management : Assist with scheduling meetings, in support of the administrative leadership team. Will also provide calendar management while assisting as administrative back up to a senior executive.
• Advanced Planning, Preparations & Research : Anticipate pre-meeting needs by conducting research and preparing materials to support the leader’s preparation.

May involve coordinating prep calls, meetings, logistics coordination between leaders / teams, etc., and possibly creating or drafting materials if needed.

Assist in managing action items; independently conduct follow-ups to ensure timely completion of tasks.

Meeting Scheduling & Logistics : Facilitate the coordination of in-person, hybrid, and virtual meeting arrangements with both internal and external audiences, which includes organizing conference calls using Microsoft Teams.

Work closely with team leaders to plan and execute meetings, including tasks such as preparing materials, capturing action items, and ensuring follow-up on action items.

Maintain executive conference rooms (setup for meetings, snacks, supplies, etc).

• Travel Arrangements : Manage travel arrangements : research and book hotels, flights, ground transportation; ensuring obligations are strategically prioritized.
• Expense Reporting : Prepare, reconcile, and submit expense reports in a timely fashion, and according to Vizient expense policies.
• Communications, Correspondence & Materials : As requested by team leaders, assist with materials : prepare, compose, and / or edit documents (agendas, notifications, etc.

communications, presentations, and other communication materials.

Efficiency Enhancemen t : Optimize day-to-day operations for leaders and self, seeking to increase efficiency, and organization.

Deliver a high level of support by proactively establishing processes, timelines, networks, and workflows that supports the team leaders’ priorities and initiatives.

Employee Engagement / Onboarding : Provide leadership in coordinating Administrative Services employee engagement activities (quarterly lunches, volunteer events, etc).

Manage new hire report and other onboarding tasks, as requested. Maintain distribution lists and manage membership for Teams Channel.

Customer Relations : Develop positive rapport with internal and external customers. Collaborate with other assistants to facilitate communication and ensure efficient information flow within the administrative services team and across the enterprise.

Be flexible and adaptable to changing priorities and able to work well under pressure.

Other / Special Projects : Provide project-based support by managing and prioritizing tasks along with participating in special projects.

Handle sensitive and confidential information with utmost discretion and maintain a high level of professionalism.

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 organization 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, have a strong sense of emotional intelligence (self and others), and operate with a positive, customer service-oriented attitude.
• Willingness to travel.
• The ideal candidate will work at our corporate headquarters located in Irving, TX.

Estimated Hiring Range :

$59,600.00 - $86,450.00

This position is also incentive eligible.

Vizient has a comprehensive benefits plan! Please view our benefits here :

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.