Senior Administrative Assistant

Vertex Pharmaceuticals • Boston, MA

4d • Hybrid

About The Position

The Executive Assistant provides specialized, independent administrative and business support to a Senior Vice President. The role independently manages a broad range of administrative activities, including confidential and critical matters, complex scheduling and logistics, executive communications, meeting preparation, and coordination with internal and external stakeholders. The assistant exercises judgment in prioritizing requests and changing workloads, anticipates the executive’s needs, and helps improve administrative processes and systems.

The position also supports departmental operations by processing group purchase orders, invoices, and contracts; assisting with visitor registration and new-personnel onboarding; and providing guidance and training to less experienced colleagues. Vertex encourages continuous learning and thoughtful adoption of advances in AI, technology, automation, and industry trends to improve decision-making, innovation, efficiency, and outcomes for patients.

The role is hybrid-eligible or on-site eligible. Hybrid employees may work remotely up to two days per week; on-site employees work five days per week on-site, with ad hoc flexibility. Flex designation is subject to Vertex policy and may change. The posted base salary range is $89,600–$134,400. The role is eligible for annual bonus and annual equity awards; some roles may also be eligible for overtime pay. Actual base pay depends on relevant factors such as skills, competencies, experience, and other job-related factors permitted by law.

Requirements

• Typically requires a high school or secondary school education.
• Typically requires five years of experience, or an equivalent combination of education and experience.
• Advanced knowledge of Microsoft Office products.
• Advanced time-management and organizational skills, with the ability to independently prioritize work and multitask to meet 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 highly confidential and critical details related to the executive’s function or department as the executive’s delegate.
• Coordinate the executive’s affairs with senior leaders inside and outside the company.
• Manage the executive’s complex calendar, coordinating logistics and sharing 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 situations arise, and assist the executive in adjusting 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 based on the executive’s needs and objectives.
• Maintain confidentiality of information related to the organization and staff.
• Coordinate activities between departments and outside parties.
• Follow up with stakeholders at all levels to gather information, remind them of critical deadlines, and help remove administrative roadblocks, as delegated by the executive.
• Prepare meeting materials, including agendas, meeting pre-reads, minutes or notes, and PowerPoint presentations.
• Process group purchase orders, invoices, and contracts.
• Assist with visitor registration, including preregistration and escorting visitors.
• Assist with onboarding new personnel into the department.
• Provide guidance and training to less experienced colleagues.
• Apply knowledge of business and departmental priorities to anticipate the executive’s needs and improve administrative processes.
• Build collaborative and productive relationships across the organization and at all levels.

Benefits

• Annual bonus eligibility.
• Annual equity awards.
• Medical, dental, and vision benefits.
• Generous paid time off, including a week-long company shutdown in the summer and winter.
• Educational assistance programs, including student loan repayment.
• Commuting subsidy.
• Matching charitable donations.
• 401(k).
• Some roles may be eligible for overtime pay in accordance with federal and state requirements.

What This Job Offers

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