Senior Administrative Assistant (Hybrid)

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.

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

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:

• Typically requires high school or secondary school education
• Typically requires 2 years of administrative experience, or the equivalent combination of education and experience

We’re enabling flexibility and choice between individuals and their managers to maintain our strong culture of collaboration and ensure a daily vibrancy within our sites globally. In this Hybrid or On-Site-Eligible role, you can choose to work:

1. Hybrid and work remotely up to two days per week; or select

2. On-Site and work 5 days per week with ad hoc flexibility.  

#LI-AR1  #LI-Hybrid

Pay Range:

$39 - $58

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:

Hybrid-Eligible Or On-Site Eligible

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