Administrative Specialist - 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 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 Administrative Specialist to provide comprehensive administrative support to the Vice President of Strategic Sourcing and Partnerships.

In this role, you will support leaders of a dynamic, fast-paced team which is part of Vizient’s Spend Management business area. You will 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 VP & General Manager, Strategic Sourcing Partnerships & Programs, and two other Vice Presidents within the Spend Management business unit. You will be accountable for challenging and complex assignments that require tact, independent judgement, and timely action.

You will serve as the first point of contact between the executive and internal/external clients representing the company in a positive way, providing superior customer service while maintaining cooperative working relationships. 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: Proactively manage the day of the Executive(s), 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. May involve coordinating prep calls, meetings, logistics coordination between leaders/teams, etc., and possibly creating or drafting materials if 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.
• Travel Arrangements: Manage travel arrangements, ensuring obligations are strategically prioritized, and prepare, reconcile, and submit expense reports in a timely fashion.
• Expense Reporting: Prepare, reconcile, and submit expense reports in a timely fashion, and according to Vizient expense policies.
• Communications, Correspondence & 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.
• Employee Engagement: Provide leadership in coordinating employee engagement activities within the department and within the enterprise Administrative Services group.
• 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. May assist and coordinate some onboarding activities for department.
  
  

Qualifications

• Relevant degree preferred.
• 2 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.
• 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 be based at our corporate office in Irving, TX with the opportunity to work in a hybrid environment (3 days a week with the flexibility to work up to 5 days as needed).
  
  

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 $45,100.00 to $76,500.00.

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.