Sr. Administrative Assistant

Job Description

The Senior Administrative Assistant provides experienced business support to the Quality department, reporting directly to a Vice President. The role is responsible for core administrative duties including calendar management, budget planning, and partnering with other assistants to drive continuous improvement. A primary focus of this position is establishing and leveraging digital technologies and AI to enhance task execution and optimize departmental workflows.

Key Duties and Responsibilities:

• Ensures seamless execution of day-to-day activities including proactive calendar management, meeting prioritization, and logistical support.

• Serves as a departmental resource for internal technologies such as SharePoint, Procurement, and Concur.

• Books travel logistics and completes expense reports with high attention to detail.

• Coordinates virtual, hybrid, and in‑person meetings, ensuring technology and follow‑ups are managed effectively.

• Supports the leadership team in the use of productivity and collaboration tools to enhance organization and workflow efficiency.

• Manages shared digital workspaces and document repositories, ensuring accurate organization and version control.

• Assists with drafting, editing, and summarizing communications or reports using AI and advanced productivity tools.

• Identifies opportunities to automate recurring tasks through available digital tools and workflows.

• Anticipates technology needs, recommending tools or process enhancements to improve team effectiveness.

• Executes tasks related to budget management, purchase requisitions, and monitoring.

• Operates with a high level of discretion to protect the confidentiality of sensitive initiatives.

Knowledge and Skills:

• Established knowledge of Microsoft Office products and digital technology tools.

• Developed time management skills to prioritize work in a fast-paced environment.

• Keen attention to detail and discretion with confidential correspondence.

• Extensive knowledge of Microsoft 365 (Teams, SharePoint, Outlook) and the application of AI in administrative tasks.

• Excellent communication skills and a track record of influencing a culture of excellence.

• Critical thinking and proactive problem-solving skills.

Education and Experience:

• Bachelor's degree or relevant comparable background.

• Minimum 4+ years of administrative experience.

• Knowledge of digital technology including the use of AI productivity tools is required.

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]