Executive Assistant Jobs in Chicago, IL

INTRODUCTION

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.

Vizient Inc. is seeking an Executive Assistant to provide support to three senior leaders within our Marketing organization. At Vizient, our support professionals are highly respected and, as an organization, we are committed to our administrative community by offering a unique approach to career development through skill development, knowledge expansion, networking, leadership development, and professional growth.

SUMMARY:

In this role, you will serve as a trusted business partner responsible for supporting executive priorities, team operations, meetings, communications, and organizational initiatives. You will support all aspects of executive operations while helping drive organizational effectiveness, team engagement, and successful execution of key business priorities.

You will serve as a key point of contact for leadership teams, internal stakeholders, customers, vendors, and executive audiences. You will provide exceptional customer service while maintaining strong working relationships and handling sensitive information with professionalism and discretion. You will be accountable for challenging and complex assignments that require sound judgment, problem-solving skills, independent action, and a high degree of accountability.

Beyond traditional executive support responsibilities, this role will help facilitate leadership team effectiveness by coordinating team meetings, tracking action items, supporting planning activities, and helping ensure successful execution of strategic initiatives.

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 while leading with Vizient's values.

Responsibilities:

• Calendar and Schedule Management

Proactively manage the day-to-day activities of multiple executives by resolving conflicts, coordinating priorities, anticipating needs, and ensuring an effective approach to time management.

• Advanced Planning, Preparation & Research

Anticipate pre-meeting needs by conducting research and preparing materials to support executive preparation. This includes coordinating prep calls, meetings, logistics, and communications across teams and stakeholders. Assist in managing action items and independently conduct follow-up to ensure timely completion of deliverables.

• Meeting Scheduling & Logistics

Coordinate in-person, hybrid, and virtual meetings with internal and external audiences, including Teams and Zoom meetings. Seek context and gather information to provide proactive and strategic support.

• Travel Arrangements & Expense Reporting

Manage travel arrangements, ensuring obligations are strategically prioritized and aligned with Vizient travel policies. Prepare, reconcile, and submit expense reports in a timely manner for executives and their leadership teams.

• Communications & Presentation Support

Prepare, compose, edit, and distribute agendas, meeting materials, presentations, reports, correspondence, and communications. Manage communications with internal and external stakeholders regarding scheduling needs and expectations.

• Marketing Team Support

Support planning and execution of meetings, team offsites, employee engagement events, and other organizational initiatives. Coordinate logistics including meeting space, catering, communications, attendee management, and event support as needed.

• Efficiency Enhancement

Optimize day-to-day operations for executives and teams by establishing processes, timelines, workflows, and organizational systems that improve effectiveness and efficiency.

• Employee Engagement

Support leadership in coordinating employee engagement activities within the department and the enterprise Administrative Services team. Partner with Business Unit Administrative Managers on onboarding activities and team integration efforts.

• Customer & Stakeholder Relations

Develop positive rapport with internal and external stakeholders and serve as a trusted partner to executives. Collaborate with other administrative professionals to facilitate communication and ensure efficient information flow across the organization.

• Project Management & Special Initiatives

Support cross-functional projects and organizational initiatives by coordinating activities, tracking milestones, managing deliverables, and ensuring timely follow-up. Identify opportunities to improve processes, streamline workflows, and enhance organizational effectiveness. Participate in special projects that provide opportunities for professional growth, expanded business exposure, and increased organizational impact.

QUALIFICATIONS:

• Relevant degree preferred.
• 5 or more years of experience in a senior administrative support or executive assistant role within a corporate environment required.
• Demonstrated ability to support multiple senior leaders simultaneously in a fast-paced environment.
• Strong project management and organizational skills with exceptional attention to detail.
• Proven ability to prioritize competing demands and execute with limited direction.
• Demonstrated ability to exercise sound judgment, anticipate needs, and independently drive work to completion.
• Advanced proficiency in Microsoft Office Suite required; experience with Workday and Concur preferred.
• Experience integrating AI tools (Microsoft Copilot, ChatGPT, etc.) into administrative processes, meeting management, project tracking and executive communication.
• Strong written and verbal communication skills.
• Executive presence with a professional, can-do attitude and strong interpersonal skills.
• Self-motivated, highly organized, and results-oriented.
• Experience supporting marketing, communications, commercial, or customer-facing organizations preferred.
• Interest or familiarity with marketing is a plus.
• Willingness to travel occasionally (less than 20%).

LOCATION:

The ideal candidate will join us in a hybrid workplace model (3 days in office) at our office located in 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.