Senior Administrative Assistant to VP, Litigation & Risk and VP, Privacy Legal

Vertex Inc.•Boston, MA

7d•$39 - $58•Hybrid

About The Position

We are seeking a highly organized and detail-oriented Senior Administrative Assistant to support the Vice President, Litigation & Risk and the Vice President, Privacy Legal. This role is essential in ensuring the smooth operation of daily activities, managing schedules, coordinating meetings, and supporting departmental functions. The ideal candidate will possess strong organizational skills, discretion, and the ability to handle sensitive and confidential information.

Requirements

High school or secondary school education.
A minimum of 2 years of administrative experience or an equivalent combination of education and experience.
Proficiency in Microsoft Office products.
Strong time management and organizational skills to prioritize tasks and manage multiple responsibilities.
Keen attention to detail.
Ability to handle sensitive and confidential correspondence with discretion.

Nice To Haves

Familiarity with Vertex’s internal technologies, such as Procurement, SharePoint, and Concur.

Responsibilities

Manage calendars for the Vice Presidents and their team members, including scheduling meetings, securing conference rooms, arranging catering, and providing logistical and administrative support.
Serve as a departmental resource for internal technologies, such as Procurement, SharePoint, Concur, and other Vertex systems.
Coordinate and prepare meeting materials, including agendas, pre-reads, note-taking, and PowerPoint presentations.
Arrange travel bookings, complete expense reports, and organize team events such as lunches, dinners, and offsite meetings.
Prioritize and address requests for appointments, emails, and calls, handling most requests directly and escalating complex issues as needed.
Assist with onboarding new team members and ensure seamless day-to-day office operations, including inventory control, office support services, and maintaining a productive work environment.
Oversee local vendor relationships with office service providers, such as cleaning companies, couriers, and equipment technicians.
Process group purchase orders, invoices, and contracts, and assist with tracking the office budget and resource planning.
Maintain confidentiality and handle sensitive information with discretion.