Senior Administrative Assistant

Job Description

General Summary:

The Senior Administrative Assistant provides support to the VP, US Commercial Kidney as well as the US Kidney Business Unit Leadership Team. Support will span Senior Director+ levels in addition to departmental administrative responsibilities.

Key Duties and Responsibilities:

• Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization
• Secures conference rooms, ordering catering and "day-of" logistical and administrative support
• Organizes logistics and events for the assigned teams (off-site, workshops, team events)
• Coordinates visitor registration, including pre-registering and escorting visitors
• Vendor communications
• Supports travel logistics including sourcing/booking flights/hotels
• Completes all expense reports for assigned team members in a timely fashion and per company policy  
• Coordinates and disseminates meeting materials
• Performs various supporting tasks such as creating/amending/formatting documents/presentations in Word, Excel or PowerPoint, pricing, etc.
• Submits purchase orders, amendments and changes on behalf of team working in partnership with the Commercial Contracting team and iProcurement (transactional only)
• Serves as a departmental resource for the assigned teams for Vertex's internal technologies (i.e; Outlook, Teams, iProcurement, Concur, vNet, Vertex U, etc.)
• Assists with the onboarding of new personnel
• Supports special projects
• Operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office

Knowledge and Skills:

• Proficient in Microsoft Office suite, including Outlook Calendars
• Team player with a track record of developing rapport and credibility with colleagues
• Keen attention to detail with ability to proactively identify, communicate and address challenges
• Developed time management skills and organizational skills to prioritize work and/or multi-task; autonomously managing multiple projects and competing timelines
• Discretion to handle sensitive and confidential correspondence
• Proven experience working in a fast-paced environment
• Excellent verbal and written communication skills, proactively shares key project updates and insights
• Exceptional interpersonal skills across all levels and across matrixed teams
• Consistently displays sound ethics, good judgement

Education and Experience:

• High school or secondary school education; Bachelor degree preferred
• 3+ years of administrative 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. 
 

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]