Senior Administrative Assistant, Disease Team Integration

Vertex Pharmaceuticals•Boston, MA

29d•Hybrid

About The Position

The Senior Administrative Assistant provides high-level administrative, operational, and coordination support to the Vice President, Disease Team Integration, and serves as a trusted partner in the execution of a complex, fast-paced, cross-functional organization. This role requires strong judgment, discretion, and the ability to anticipate needs, manage competing priorities, and drive follow-through across calendar management, meetings, travel, expenses, communications, team operations, and office activities. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable using modern Microsoft 365 and approved AI-enabled productivity tools to improve efficiency, collaboration, and quality while handling sensitive and confidential information.

Requirements

Strong proficiency in Microsoft 365 tools, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive, with the ability to create polished materials, manage shared content, and support efficient team collaboration.
Ability to use modern digital productivity tools such as shared workspaces, collaborative editing, task-tracking tools, and workflow automation solutions to improve coordination and reduce administrative burden.
Comfort using approved AI-enabled productivity tools in accordance with company policy and confidentiality requirements to support drafting, summarization, meeting follow-up, and information organization.
Excellent time management and organizational skills, with the ability to prioritize across multiple workstreams, plan proactively and respond effectively in a fast-paced environment.
Strong attention to detail, sound judgment, and discretion in handling sensitive and confidential information.
Professional communication and stakeholder management skills, with the ability to work effectively across functions and levels of the organization.
High school diploma or equivalent required.
5+ years of administrative experience, including experience supporting senior leaders or executives in a complex, fast-paced environment, or the equivalent combination of education and experience.
Experience managing complex calendars, travel, meeting logistics, expenses, and cross-functional coordination in a matrixed corporate environment is strongly preferred.

Nice To Haves

Additional education or relevant professional training preferred.

Responsibilities

Manages a complex executive calendar for the Vice President and DTI members' activities, including prioritizing requests, resolving conflicts, coordinating internal and external meetings, and ensuring efficient use of time across a dynamic portfolio.
Coordinates end-to-end meeting preparation and follow-up, including agendas, pre-reads, logistics, room and catering arrangements, note capture, action-item tracking, and distribution of materials using Outlook, Teams, Word, PowerPoint, and shared collaboration spaces.
Develops, formats, and consolidates high-quality reports, presentations, briefing materials, and other executive-ready communications by integrating inputs from cross-functional stakeholders.
Supports travel planning and execution for assigned personnel, including itineraries, bookings, meeting coordination, expense reporting, and related logistics for internal events, offsites, and team gatherings.
Monitors and triages requests, communications, and scheduling needs with sound judgment, handling most matters independently and escalating complex or sensitive issues as appropriate.
Serves as a resource for Microsoft 365 and internal enterprise tools, helping the team adopt efficient ways of working for scheduling, document management, information sharing, workflow coordination, and collaboration.
Uses modern digital productivity tools, including shared workspaces, collaborative document editing, task tracking, and approved automation or AI-enabled features, to improve administrative efficiency and reduce manual work.
Processes purchase orders, invoices, expense reports, and other administrative transactions accurately and in a timely manner; may assist with budget tracking, resource planning, and related reporting.
Supports onboarding of new personnel, visitor coordination, and general team operations, helping ensure an organized and professional experience for employees, visitors, and collaborators.
Helps maintain effective day-to-day site or office operations, including coordination with IT, Operations, and Facilities; management of supplies and workspace needs; and oversight of relevant vendor relationships.
Operates with a high degree of professionalism, discretion, and confidentiality in support of sensitive business activities, leadership communications, and departmental initiatives.