Executive Assistant - Marketing

About the role

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
• 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

Additional Information

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.

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