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The Senior Administrative Assistant provides experienced office/business support for the Commercial functions in our International HQ. This position plays an important role ensuring the effective and efficient maintenance of departmental processes, procedures and programs. Interaction is with internal colleagues as well as external stakeholders including healthcare professionals and vendor agencies. The role requires flexibility and ability to multi-task, working at fast pace on time-sensitive matters while ensuring high attention to detail.
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
* 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.
* 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
Knowledge and Skills:
* 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
Education and Experience:
* Relevant previous administrative experience, or the equivalent combination of education and experience.
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