Executive Assistant

Job Description

General Summary:

The Executive Assistant provides specialized, independent administrative/business support to 2-3 Executives supporting multi- therapeutic areas.

Key Duties and Responsibilities:

• Serves as the primary support professional for a Sr. Vice President, independently handling a full range administrative activities
• As the delegate for the executive, handles details of a highly confidential and critical nature related to the function/department
• Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive
• Manages the executive's complex and detailed calendar, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive
• Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines
• Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities.
• Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive
• Maintains high level of confidentiality of information related to the organization and staff
• Coordinates activities between departments and or outside parties
• As delegated by the executive, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive
• Prepares meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations
• Processes group purchase orders, invoices, and contracts
• Assists with visitor registration, including pre-registering and escorting visitors
• Assists with onboarding of new personnel into the department
• Provides guidance and training to less experienced colleagues
• Applies knowledge of business/department priorities to anticipate the executive's needs and drive administrative process improvements
• Builds collaborative and productive relationships across the organization and at all levels

Knowledge and Skills:

• Advanced knowledge of Microsoft Office products
• Advanced time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines
• High attention to detail
• Advanced verbal and written communication skills
• Exceptional interpersonal skills, especially with senior executives
• Ability to handle highly confidential and sensitive information

Education and Experience:

• Typically requires high school or secondary school education
• Typically requires 5 years of experience, or the equivalent combination of education and experience

Pay Range:

Disclosure Statement:

Flex Designation:

Flex Eligibility Status:

In this Hybrid-Eligible role, you can choose to be designated as: 
1.    Hybrid: work remotely up to two days per week; or select
2.    On-Site: work five days per week on-site with ad hoc flexibility.

Note: The Flex status for this position is subject to Vertex’s Policy on Flex @ Vertex Program and may be changed at any time. 

#LI-Hybrid
 

Company Information

Vertex is a global biotechnology company that invests in scientific innovation.

Vertex is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person's race, color, sex, gender identity or expression, age, religion, national origin, ancestry, ethnicity, disability, veteran status, genetic information, sexual orientation, marital status, or any characteristic protected under applicable law. Vertex is an E-Verify Employer in the United States. Vertex will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

Any applicant requiring an accommodation in connection with the hiring process and/or to perform the essential functions of the position for which the applicant has applied should make a request to the recruiter or hiring manager, or contact Talent Acquisition at [email protected]