Senior Administrative Assistant, Global Marketing
Vertex currently operates at the forefront of rare disease scientific innovation and has successfully developed and commercialized multiple breakthrough medicines for Cystic Fibrosis (CF) and Sickle Cell Disease. In addition to clinical development programs in CF, Vertex has more than a dozen ongoing research programs focused on the underlying mechanisms of other serious diseases including programs in Type 1 diabetes, hemoglobinopathies, APOL-1 Mediated Kidney Disease, Duchenne Muscular Dystrophy, Alpha-1 Antitrypsin Deficiency, and pain.
This position is based out of our Boston, MA, HQ in a hybrid model (3 days onsite, 2 days remote on a weekly basis).
The Senior Administrative Assistant, Global Marketing will provide day to day support reporting into the VP and supporting the full leadership team, plan key recurring meetings and in person events, and support special projects. We are seeking a candidate that is highly proactive and organized that will actively contribute and accelerate the teams progress as we plan to bring transformative therapies to our patients.
Key Duties and 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
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 Education and Experience
High School degree and 3-5+ years of senior administrative experience in a similar role
Proficient in Microsoft Office suite, Outlook Calendars, and Concur Expense reporting systems
Proven ability to prioritize effectively, autonomously managing multiple projects on competing timelines
Proven experience working in a fast-paced environment
Excellent verbal and written communication skills, proactively shares key project updates and insights
Exceptional interpersonal skills, especially with senior executives, and experience across organizational functions
Able to be trusted with highly confidential and sensitive information
Team player with a track record of developing rapport and credibility with colleagues
Detail oriented with the ability to proactively identify, communicate, and address challenges
Able to solve non-routine, complex issues in a proactive manner
Consistently displays sound ethics, good judgment and demonstrates Vertex’s core values
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 ApplicationAssistance@vrtx.com.