Job Description

General Summary:

Vertex is seeking a highly organized, proactive, and experienced Senior Administrative Assistant to provide administrative support to the Legal & Compliance team. The Senior Administrative Assistant role provides specialized, independent administrative and business support to Senior Leaders.

The ideal candidate brings exceptional judgment, professionalism, attention to detail, and the ability to independently manage multiple priorities. This individual will play a key role in supporting business operations, coordinating activities, collaborating across the department, and maintaining effective administrative processes in a fast-paced environment.

Key Duties and Responsibilities:

• Serves as the primary support professional for Senior Leaders, handling a full range of administrative activities

• 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

• Oversees relevant local vendor relationships with office services providers such as cleaning companies, couriers, equipment technicians, mail/shipping services, etc.

• Operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office

Knowledge and Skills:

• Proficiency with Microsoft Office products

• Developed time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines

• Attention to detail and quality of work product

• Strong verbal and written communication skills

• Strong interpersonal skills, especially with executives

• Strong collaboration and teamwork across functions and department

• Discretion to handle sensitive and confidential correspondence

Education and Experience:

• Typically requires high school or secondary school education

• Typically requires 6+ years of experience, or the equivalent combination of education and experience

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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 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.

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