Job Description

General Summary:

The Senior Administrative Assistant provides high-level administrative, operational, and coordination support to the Vice President, Disease Team Integration, and serves as a trusted partner in the execution of a complex, fast-paced, cross-functional organization. This role requires strong judgment, discretion, and the ability to anticipate needs, manage competing priorities, and drive follow-through across calendar management, meetings, travel, expenses, communications, team operations, and office activities. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable using modern Microsoft 365 and approved AI-enabled productivity tools to improve efficiency, collaboration, and quality while handling sensitive and confidential information.

Key Duties and Responsibilities:

• Manages a complex executive calendars for the Vice President and DTI members activities, including prioritizing requests, resolving conflicts, coordinating internal and external meetings, and ensuring efficient use of time across a dynamic portfolio.

• Coordinates end-to-end meeting preparation and follow-up, including agendas, pre-reads, logistics, room and catering arrangements, note capture, action-item tracking, and distribution of materials using Outlook, Teams, Word, PowerPoint, and shared collaboration spaces.

• Develops, formats, and consolidates high-quality reports, presentations, briefing materials, and other executive-ready communications by integrating inputs from cross-functional stakeholders.

• Supports travel planning and execution for assigned personnel, including itineraries, bookings, meeting coordination, expense reporting, and related logistics for internal events, offsites, and team gatherings.

• Monitors and triages requests, communications, and scheduling needs with sound judgment, handling most matters independently and escalating complex or sensitive issues as appropriate.

• Serves as a resource for Microsoft 365 and internal enterprise tools, helping the team adopt efficient ways of working for scheduling, document management, information sharing, workflow coordination, and collaboration.

• Uses modern digital productivity tools, including shared workspaces, collaborative document editing, task tracking, and approved automation or AI-enabled features, to improve administrative efficiency and reduce manual work.

• Processes purchase orders, invoices, expense reports, and other administrative transactions accurately and in a timely manner; may assist with budget tracking, resource planning, and related reporting.

• Supports onboarding of new personnel, visitor coordination, and general team operations, helping ensure an organized and professional experience for employees, visitors, and collaborators.

• Helps maintain effective day-to-day site or office operations, including coordination with IT, Operations, and Facilities; management of supplies and workspace needs; and oversight of relevant vendor relationships.

• Operates with a high degree of professionalism, discretion, and confidentiality in support of sensitive business activities, leadership communications, and departmental initiatives.

Knowledge and Skills:

• Strong proficiency in Microsoft 365 tools, including Outlook, Teams, Word, PowerPoint, Excel, SharePoint, and OneDrive, with the ability to create polished materials, manage shared content, and support efficient team collaboration.

• Ability to use modern digital productivity tools such as shared workspaces, collaborative editing, task-tracking tools, and workflow automation solutions to improve coordination and reduce administrative burden.

• Comfort using approved AI-enabled productivity tools in accordance with company policy and confidentiality requirements to support drafting, summarization, meeting follow-up, and information organization.

• Excellent time management and organizational skills, with the ability to prioritize across multiple workstreams, plan proactively and respond effectively in a fast-paced environment.

• Strong attention to detail, sound judgment, and discretion in handling sensitive and confidential information.

• Professional communication and stakeholder management skills, with the ability to work effectively across functions and levels of the organization.

Education and Experience:

• High school diploma or equivalent required; additional education or relevant professional training preferred.

• 5+ years of administrative experience, including experience supporting senior leaders or executives in a complex, fast-paced environment, or the equivalent combination of education and experience.

• Experience managing complex calendars, travel, meeting logistics, expenses, and cross-functional coordination in a matrixed corporate environment is strongly preferred.

Pay Range:

Disclosure Statement:

The range provided is based on what we believe is a reasonable estimate for the base salary pay range for this job at the time of posting. This role is eligible for an annual bonus and annual equity awards. Some roles may also be eligible for overtime pay, in accordance with federal and state requirements. Actual base salary pay will be based on a number of factors, including skills, competencies, experience, and other job-related factors permitted by law.

At Vertex, our Total Rewards offerings also include inclusive market-leading benefits to meet our employees wherever they are in their career, financial, family and wellbeing journey while providing flexibility and resources to support their growth and aspirations. From medical, dental and vision benefits to generous paid time off (including a week-long company shutdown in the Summer and the Winter), educational assistance programs including student loan repayment, a generous commuting subsidy, matching charitable donations, 401(k) and so much more.

Flex Designation:

Flex Eligibility Status:

In this Hybrid-Eligible role, you can choose to be designated as:
1. Hybrid: work remotely up to two days per week; or select
2. On-Site: work five days per week on-site with ad hoc flexibility.

Note: The Flex status for this position is subject to Vertex’s Policy on Flex @ Vertex Program and may be changed at any time.

#LI-Hybrid

Company Information

Vertex is a global biotechnology company that invests in scientific innovation.

Vertex is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person's race, color, sex, gender identity or expression, age, religion, national origin, ancestry, ethnicity, disability, veteran status, genetic information, sexual orientation, marital status, or any characteristic protected under applicable law. Vertex is an E-Verify Employer in the United States. Vertex will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

Any applicant requiring an accommodation in connection with the hiring process and/or to perform the essential functions of the position for which the applicant has applied should make a request to the recruiter or hiring manager, or contact Talent Acquisition at [email protected]