Senior Administrative Assistant, QA (Contract) 23017

While professional experience and qualifications are key for this role, make sure to check you have the preferable soft skills before applying if required.

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 candidate 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 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.

Required Knowledge / Skills

• Extensive experience with high level calendar management.
• 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.

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.

In addition, this role will be eligible for overtime pay, in accordance with federal and state requirements.

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