Senior Administrative Assistant

General Summary:

Vertex is seekinga highly organized, proactive, and experiencedSeniorAdministrative Assistantto provide administrative support to the Legal & Compliance team. TheSeniorAdministrative Assistantrole 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, andmaintainingeffective 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 onestablisheddepartmental procedures, prioritizes and addresses requests for appointments,e-mailsand 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
• Assistswith visitor registration, including pre-registering and escorting visitors
• Assistswith 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 witha high levelof discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office

Knowledge and Skills:

• Proficiencywith Microsoft Office products
• Developedtime 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
• Strongverbal and written communication skills
• Stronginterpersonal skills, especially withexecutives
• Strongcollaboration 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 requires6+ years of experience, or the equivalent combination of education and experience