Senior Administrative Assistant

Job Description

General Summary:

The Senior Administrative Assistant, Portfolio & Program Management (PPM), provides high-level administrative support to the Vice President of Portfolio & Program Management and six other team members. This role will provide team level support as needed for the PPM organization. This role is critical in ensuring the smooth operation of the PPM team by managing schedules, coordinating meetings, and handling team on-sites/off-sites.

Key Duties & Responsibilities:

• Manage and maintain the Vice President's calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate large cross-functional meetings with multiple senior leaders, including timing, catering and other logistics, and coordinating with various Vertex offices across time zones.
• Manage meetings for the PPM leadership team and DST Program Managers as needed.
• Meets deadlines, demonstrating initiative and independence in completing tasks. Frequently meets and anticipates needs and consistently identifies ways to offer additional support.
• Coordinate and prepare materials for meetings, including agendas, presentations, planning dietary needs, scheduling travel arrangements, and communicating essential information to participants.
• Handle confidential information with discretion and professionalism.
• Serve as a liaison between the Vice President and internal/external stakeholders.
• Assist in the preparation and tracking of departmental budgets and expenses.
• Organize and maintain departmental files and records.
• Support the planning and execution of PPM events and initiatives.
• Work well with other senior executives and organize large cross-functional meetings with internal and external stakeholders.
• Perform other administrative tasks as needed to support the PPM team.

Required Education Level:

• Bachelor's degree or relevant comparable background.

Required Experience:

• Minimum of 4 years of administrative experience.
• Experience supporting executives in a fast-paced environment.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Required Knowledge/Skills:

• Ability to manage multiple priorities and work under pressure.
• Strong attention to detail and problem-solving skills.
• Proactive, organized, and comfortable managing shifting priorities in a rapidly changing environment.
• Ability to work independently and as part of a team.
• High level of professionalism and confidentiality.

Other Requirements:

• Availability to work flexible hours as needed, including some work outside of regular working hours.
• Ability to travel occasionally for business purposes.

Flex Designation:

• Hybrid

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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. 

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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]