Senior Administrative Assistant

Role Summary

The Senior Administrative Assistant provides the Vice President, Business Development Transactions & Alliance Management with full calendar support. Responsible for scheduling and supporting large cross functional meetings of senior leaders within Vertex and externally (including related travel, catering and logistics), engaging with internal and external parties on highly confidential and critical projects. Also supports small transactions team.

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
• Leads scheduling and management of large cross functional internal meetings of executives and senior leaders in due diligence processes, often on very tight timelines. Works closely with executive admins and others to ensure appropriate prioritization.
• Directly coordinates meetings and events with external parties for due diligence and deal negotiations, including space planning, IT support, catering, offsite dinners and security logistics.
• Attends team meetings, tracks action items and ensures appropriate follow-up.
• 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
• 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 operations for team, including 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.
• Keeps team updated on/ensures compliance with Vertex notices/requirements (e.g., HR cycles, space planning)
• Appreciates the uniquely sensitive nature of business development work and operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives
• Supports special projects as necessary

Qualifications

• Ability to work well under tight timelines and solve complex problems
• Comfortable communicating with senior leaders within Vertex and externally
• Demonstrates high emotional intelligence and excellent interpersonal skills when working cross functionally
• Developed time management skills and organizational skills to prioritize work and/or multi-task and remain calm under pressure
• Keen attention to detail
• Discretion to handle highly sensitive and confidential correspondence on critical matters
• Established knowledge of Microsoft Office products
• Requires some responsiveness/availability evenings and weekends during peak times
• Typically requires high school or secondary school education
• Typically requires 5 years of administrative experience, or the equivalent combination of education and experience

Skills

• Strong organizational and multitasking abilities
• Effective communication with senior leaders and cross-functional teams
• High emotional intelligence and interpersonal skills
• Problem solving under tight deadlines
• Attention to detail and discretion with confidential information
• Proficiency with Microsoft Office suite

Education

• Typically requires high school or secondary school education
• Typically requires 5 years of administrative experience, or the equivalent combination of education and experience