Senior Administrative Assistant (Hybrid)

Vertex Pharmaceuticals • Boston, MA

15h • $39 - $58 • Hybrid

About The Position

The Senior Administrative Assistant provides experienced office/business support to a department. The Senior Administrative Assistant generally reports directly to a(n) Country Manager, Executive Director or Vice President-level manager.

Requirements

• Established knowledge of Microsoft Office products
• Developed time management skills and organizational skills to prioritize work and/or multi-task
• Keen attention to detail
• Discretion to handle sensitive and confidential correspondence
• Typically requires high school or secondary school education
• Typically requires 2 years of administrative experience, or the equivalent combination of education and experience

Responsibilities

• 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.)
• Exchanges and integrates information from stakeholders into departmental reports
• 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
• Ensures seamless day-to-day physical operations of the site/office to include: inventory control of office supplies; office support services via coordination with IT and Operations & Facilities staff on computers, phones, and office equipment; and establishing a pleasant and productive atmosphere for employees and visitors.
• Oversees relevant local vendor relationships with office services providers such as cleaning companies, couriers, equipment technicians, mail/shipping services, etc.
• Reviews and tracks office budget, may assist with resource planning/allocation for the site
• Operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office

Benefits

• This role is eligible for an annual bonus and annual equity awards.
• Some roles may also be eligible for overtime pay, in accordance with federal and state requirements.
• At Vertex, our Total Rewards offerings also include inclusive market-leading benefits to meet our employees wherever they are in their career, financial, family and wellbeing journey while providing flexibility and resources to support their growth and aspirations.
• From medical, dental and vision benefits to 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) and so much more.

What This Job Offers

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