Senior Administrative Assistant

Vertex Inc. • Boston, MA

5d • $89,600 - $134,400 • Hybrid

About The Position

The Executive Assistant provides specialized, independent administrative and business support to a Senior Vice President. The role serves as the executive’s primary support professional, managing a broad range of administrative activities and handling highly confidential and critical information. It requires regular interaction with senior leaders inside and outside the company, sound judgment in prioritizing requests, and the ability to anticipate the executive’s needs.

The position manages a complex calendar, travel and meeting logistics, correspondence, and follow-up with stakeholders. It also prepares meeting materials and high-quality documentation, processes group purchase orders, invoices, and contracts, supports visitor registration and departmental onboarding, and helps improve administrative processes. The assistant builds collaborative relationships across the organization and provides guidance and training to less experienced colleagues.

Vertex encourages continuous learning about advances in AI, technology, automation, and industry trends, and seeks employees who thoughtfully adopt new capabilities to improve decision-making, innovation, efficiency, and outcomes for patients.

Requirements

• Typically requires high school or secondary school education.
• Typically requires 5 years of experience, or an equivalent combination of education and experience.
• Advanced knowledge of Microsoft Office products.
• Advanced time-management and organizational skills, including the ability to independently prioritize work and multitask across 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.

Responsibilities

• Serve as the primary support professional for a Senior Vice President and independently handle a full range of administrative activities.
• Handle confidential and critical matters related to the executive’s function or department as the executive’s delegate.
• Coordinate the executive’s affairs through regular interactions with senior leaders inside and outside the company.
• Manage the executive’s complex calendar and coordinate logistics and information with assistants and leaders internally and externally.
• Coordinate complex travel and meeting logistics, anticipating and resolving problems to ensure a seamless experience.
• Manage and reprioritize workload as unanticipated situations arise, and help the executive adjust schedules to meet changing deadlines.
• Produce high-quality documentation and contribute to efficient administrative processes and systems.
• Independently prioritize and address appointment, email, and telephone requests according to the executive’s needs and objectives.
• Maintain confidentiality of information related to the organization and its staff.
• Coordinate activities between departments and outside parties.
• Follow up with stakeholders at all levels to gather information, remind them of deadlines, and help remove administrative roadblocks.
• Prepare meeting materials, including agendas, pre-reads, minutes or notes, and PowerPoint presentations.
• Process group purchase orders, invoices, and contracts.
• Assist with visitor registration, including pre-registration and escorting visitors.
• Assist with onboarding new personnel into the department.
• Provide guidance and training to less experienced colleagues.
• Use knowledge of business and department priorities to anticipate executive needs and drive administrative process improvements.
• Build collaborative and productive relationships across the organization and at all levels.

Benefits

• Annual bonus eligibility
• Annual equity awards
• Medical benefits
• Dental benefits
• Vision benefits
• Generous paid time off, including a week-long company shutdown in summer and winter
• Educational assistance programs, including student loan repayment
• Commuting subsidy
• Matching charitable donations
• 401(k)

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED