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Senior Administrative Assistant Global Clinical Operations
2 months ago
The Senior Administrative Assistant provides high-level administrative support to the VP, Clinical Data Strategy & Management and the Executive Director team. This role requires a strong ability to prioritize tasks, manage multiple calendars, and coordinate meetings and events.
Key Responsibilities- Manage calendars for assigned personnel, including meeting scheduling, prioritization, and logistical support
- Serve as a departmental resource for Vertex's internal technologies, including Procurement, SharePoint, Concur, and VLearn
- Exchange and integrate information from stakeholders into departmental reports
- Book flights, hotels, and arrange team lunches/dinners and offsite meetings for assigned personnel
- Prioritize and address requests for appointments, emails, and telephone calls, and route complex or unusual problems to more senior personnel
- Coordinate and prepare meeting materials, including agenda preparation, collecting and printing meeting pre-reads, minute-taking, and assembling and editing PowerPoint presentations
- Process group purchase orders, invoices, and contracts
- Assist with visitor registration, including pre-registering and escorting visitors
- Assist with the onboarding of new personnel into the department
- Ensure seamless day-to-day physical operations of the site/office, including inventory control of office supplies, office support services, and establishing a pleasant and productive atmosphere for employees and visitors
- Oversee relevant local vendor relationships with office services providers, including cleaning companies, couriers, equipment technicians, and mail/shipping services
- Review and track office budget, and assist with resource planning and allocation for the site
- 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
- High school or secondary school education
- Bachelor's Degree - Preferred
- Experience in a matrixed organization - Preferred
- Two years of administrative experience, or the equivalent combination of education and experience
This role is eligible for Vertex's Flex @ Vertex Program, which allows employees to choose from a range of flexible work arrangements, including hybrid and on-site options.
