Senior Administrative Assistant

Vertex Pharmaceuticals•Boston, MA

30d•Hybrid

About The Position

Vertex is seeking a highly organized, proactive, and experienced Senior Administrative Assistant to provide administrative support to the Legal & Compliance team. The Senior Administrative Assistant role provides specialized, independent administrative and business support to Senior Leaders. The ideal candidate brings exceptional judgment, professionalism, attention to detail, and the ability to independently manage multiple priorities. This individual will play a key role in supporting business operations, coordinating activities, collaborating across the department, and maintaining effective administrative processes in a fast-paced environment.

Requirements

Proficiency with Microsoft Office products
Developed time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines
Attention to detail and quality of work product
Strong verbal and written communication skills
Strong interpersonal skills, especially with executives
Strong collaboration and teamwork across functions and department
Discretion to handle sensitive and confidential correspondence
Typically requires 6 + years of experience, or the equivalent combination of education and experience

Responsibilities

Serves as the primary support professional for Senior Leaders, handling a full range of administrative activities
Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and "day-of" logistical and administrative support
Serves as a departmental resource for Vertex's internal technologies ( i.e ; Procurement, SharePoint, Concur, Vertex U, VLearn, etc.)
Books flights/hotels, completes expense reports, and arranges team lunches/dinners and offsite meetings for assigned personnel
Based on established departmental procedures, prioritizes and addresses requests for appointments, e-mails and telephone calls; directly handles most requests but routes complex or unusual problems to more senior personnel
Coordinates and helps prepare 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 the onboarding of new personnel into the department
Oversees relevant local vendor relationships with office services providers such as cleaning companies, couriers, equipment technicians, mail/shipping services, etc.
Operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office