Senior Administrative Assistant (Hybrid)

Vertex Inc.•Boston, MA

20h•$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. Key Duties and 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

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

medical
dental
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)
annual bonus
annual equity awards