Senior Administrative Assistant

Vertex Pharmaceuticals Incorporated is looking to hire a Senior Administrative Assistant to support a small team of digital and AI leaders (Vice Presidents and Executive Directors) in Boston, MA. This position is responsible for performing a variety of administrative duties to enable the team, manage logistics, and increase productivity. 

The Senior Administrative Assistant must be a leader with proven experience in building collaborative relationships among his/her superiors, peers and subordinates. The successful candidate is a self-starter and can understand business priorities and work with little supervision. The candidate must have strong drive and work ethic, effective communication skills, and be able to provide full support for the team.  The role is responsible for core administrative duties including calendar management, travel planning, and partnering with other assistants to drive continuous improvement. 

Key Duties and Responsibilities: 

• Manages and maintains calendars, requiring interaction with both internal and external executives and assistants, to coordinate a variety of complex meetings and travel, coordinating with various Vertex offices across time zones. 

• Meets deadlines, demonstrating initiative and independence in completing tasks. Frequently meets and anticipates needs and consistently identifies ways to offer additional support. 

• Demonstrates proficiency in planning and preparing for meetings through presentations, agendas, minutes, making reservations, planning dietary needs, scheduling travel arrangements, and communicating essential information to participants. 

• Demonstrates high proficiency in Microsoft Office tools (Outlook, PowerPoint, Excel, etc.) and has experience leveraging AI assistants for increased productivity. 

• Prepares and manages important documents with accuracy and in a timely manner.  Manages shared digital workspaces and document repositories, ensuring accurate organization and version control. 

• Uses good judgment in setting priorities, planning and organizing work in a dynamic and fast-paced environment. Demonstrates ability to work with deadlines and handles emergent situations calmly. 

• Operates with a high level of discretion to protect the confidentiality of sensitive topics and initiatives. 

• Positively represents the team and Company to internal and external contacts, including company executives, Board members, potential business partners, and vendors. 

• Identifies opportunities to automate recurring tasks through available digital tools and workflows.  Anticipates technology needs, recommending tools or process enhancements to improve team effectiveness. 

Knowledge and Skills: 

• Developed time management skills to prioritize work and successfully navigate a fast-paced, dynamic environment. 

• Keen attention to detail and discretion with confidential correspondence. 

• Extensive knowledge of Microsoft 365 (Teams, SharePoint, OneDrive, etc.) and the application of AI in administrative tasks. 

• Excellent communication skills and a track record of influencing a culture of excellence. 

• Critical thinking and proactive problem-solving skills. 

• Embody the Vertex Core Values of Uncompromising Commitment to Patients, Fearless Pursuit of Excellence, Innovation is Our Lifeblood, and “We” Wins 

Education and Experience: 

• Bachelor's degree or relevant comparable background. 

• Minimum 4+ years of administrative experience. 

• Knowledge of digital technology including the use of AI productivity tools is required.