Executive Assistant

Vertex Pharmaceuticals•Boston, MA

31d•Hybrid

About The Position

The Executive Assistant provides specialized, independent administrative/business support to 2-3 Vice Presidents 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

Requirements

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

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