Administrative Assistant Jobs in Raleigh, FL

About The Position

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 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

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