Senior Administrative Assistant, 14 Month Ftc - Oxford, United Kingdom - Vertex Pharmaceuticals

Vertex Pharmaceuticals
Vertex Pharmaceuticals
Verified Company
Oxford, United Kingdom

4 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Job Description


General Summary:
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 offsite meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and "dayof" logístical 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 prereads, minute
- or note-taking and assembling/editing PowerPoint presentations

  • Processes group purchase orders, invoices, and contracts
  • Assists with visitor registration, including preregistering and escorting visitors
  • Assists with the onboarding of new personnel into the department
  • Ensures seamless daytoday 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 multitask
  • Keen attention to detail
  • Discretion to handle sensitive and confidential correspondence

Education and Experience:

  • High school or secondary school education
  • Some administrative experience, or the equivalent combination of education and experience
LI-remote #LI-Hybrid #LI-MS1

Company Information

  • Vertex is a global biotechnology company that invests in scientific innovation.
  • Vertex is committed to equal employment opportunity and nondiscrimination for all employees and qualified applicants without regard to a person's race, color, sex, gender identity or expression, age, religion, national origin, ancestry, ethnicity, disability, veteran status, genetic information, sexual orientation, marital status, or any characteristic protected under applicable law. Vertex is an E-Verify Employer in the United States. Vertex will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.
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