Job Description:
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.
The ideal candiate will have extensive experience with high level calendar management and planning large scale business meetings. *** This role is covering a maternity leave with an anticipated start date of 11/2024 *** Key Duties & Responsibilities Manages calendars for assigned personnel, including meeting scheduling (both internal and offsite meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and "day-of" logistical and administrative supportServes 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 reportsBooks flights/hotels, completes expense reports, and arranges team lunches/dinners and offsite meetings for assigned personnelBased 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 personnelCoordinates and helps prepare meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentationsProcesses group purchase orders, invoices, and contractsAssists with visitor registration, including pre-registering and escorting visitorsAssists with the onboarding of new personnel into the departmentEnsures 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 siteOperates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office Required Knowledge/Skills Extensive experience with high level calendar managemenEstablished knowledge of Microsoft Office productsDeveloped time management skills and organizational skills to prioritize work and/or multi-taskKeen attention to detailDiscretion to handle sensitive and confidential correspondence
Pay Range:
$55-$60/hr
Requisition Disclaimer:
This job posting is for a temporary role with a third-party agency partner on assignment at Vertex Pharmaceuticals (Vertex).
The individual selected for this role will be offered the role as an employee of a third- party agency partner; compensation, medical benefits, fringe benefits and other terms and conditions of employment shall be presented by the third-party agency partner upon offer.
The pay rate range provided is a reasonable estimate of the anticipated compensation range for this job at the time of posting.
The actual pay rate will be based on a number of factors, including skills, competencies, experience, location and/or being pursued and other job-related factors permitted by law.
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