Job Details
Job Description:
The Administrative Assistant provides experienced office and calendar management support to four executives. The Administrative Assistant generally reports into the Vice President, Engineering Sciences - VCGT Research Engineering
This position will be working in Providence, RI.
This role is covering a leave and is anticipated to go through mid December 2024.
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
- Ensure the efficient smooth day to day office operations, productivity, anticipate needs and solve independently.
- Support a positive and engagingculture, partner with HR, facilities, and Vertex Communications on on-going organization of the look and feel of the office, serve as a leader and partner in local site cultural initiatives
- Serves as a departmental resource for Vertex's internal technologies (i.e.; Procurement, SharePoint, Concur, Vertex U, VLearn, etc.)
- Coordinates activities between departments and/or outside parties
- 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, emails 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
Knowledge and Skills:
- Excellent time management skills, with the ability to effectively manage and prioritize multiple work streams at once
- Ability to work in a fast-paced environment and under pressure as necessary
- Excellent oral and written communication skills
- Resourceful problem solving
- Flexible team play and willing to collaborate and support the team
- Proactive and self-motivated with a positive outlook
- Established knowledge of Microsoft Office products
- Keen attention to detail
- Discretion to handle sensitive and confidential correspondence
Education and Experience:
- High school or secondary school education, Associates Degree required or a Bachelors degree a preferred
- 2+ years of administrative experience, or the equivalent combination of education and experience
Pay Range:
$35-$40/hr
Requisition Disclaimer:
This job posting is for a temporary role with a third-party agency partner on assignment at Vertex Pharmaceuticals (Vertex). The individual selected for this role will be offered the role as an employee of a third- party agency partner; compensation, medical benefits, fringe benefits and other terms and conditions of employment shall be presented by the third-party agency partner upon offer. The pay rate range provided is a reasonable estimate of the anticipated compensation range for this job at the time of posting. The actual pay rate will be based on a number of factors, including skills, competencies, experience, location and/or being pursued and other job-related factors permitted by law. In addition, this role will be eligible for overtime pay, in accordance with federal and state requirements
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