Senior Administrative Assistant

Vertex Inc. • Boston, MA

1d • Hybrid

About The Position

The Senior Administrative Assistant, Portfolio & Program Management (PPM), provides high-level administrative support to the Vice President of Portfolio & Program Management and six other team members. This role will provide team level support as needed for the PPM organization. This role is critical in ensuring the smooth operation of the PPM team by managing schedules, coordinating meetings, and handling team on-sites/off-sites.

Requirements

• Minimum of 4 years of administrative experience.
• Experience supporting executives in a fast-paced environment.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple priorities and work under pressure.
• Strong attention to detail and problem-solving skills.
• Proactive, organized, and comfortable managing shifting priorities in a rapidly changing environment.
• Ability to work independently and as part of a team.
• High level of professionalism and confidentiality.

Responsibilities

• Manage and maintain the Vice President's calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate large cross-functional meetings with multiple senior leaders, including timing, catering and other logistics, and coordinating with various Vertex offices across time zones.
• Manage meetings for the PPM leadership team and DST Program Managers as needed.
• Meets deadlines, demonstrating initiative and independence in completing tasks.
• Frequently meets and anticipates needs and consistently identifies ways to offer additional support.
• Coordinate and prepare materials for meetings, including agendas, presentations, planning dietary needs, scheduling travel arrangements, and communicating essential information to participants.
• Handle confidential information with discretion and professionalism.
• Serve as a liaison between the Vice President and internal/external stakeholders.
• Assist in the preparation and tracking of departmental budgets and expenses.
• Organize and maintain departmental files and records.
• Support the planning and execution of PPM events and initiatives.
• Work well with other senior executives and organize large cross-functional meetings with internal and external stakeholders.
• Perform other administrative tasks as needed to support the PPM team.

Benefits

• annual bonus
• annual equity awards
• medical benefits
• dental benefits
• vision benefits
• generous paid time off (including a week-long company shutdown in the Summer and the Winter)
• educational assistance programs including student loan repayment
• a generous commuting subsidy
• matching charitable donations
• 401(k)

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 501-1,000 employees