Senior Administrative Assistant

TN United Kingdom; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player seeks a Senior Administrative Assistant to provide essential support for its Commercial functions at the International HQ. This role is vital for maintaining efficient departmental processes and involves interaction with both internal teams and external stakeholders. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills and attention to detail. Responsibilities include managing calendars, coordinating meetings, and ensuring seamless office operations. Join this dynamic team and contribute to a productive workplace where your skills will make a significant impact.

Qualifications

• Experience in providing administrative support in a fast-paced environment.
• Ability to manage multiple tasks while maintaining attention to detail.

Responsibilities

• Manage calendars and coordinate meetings for personnel.
• Prepare meeting materials and assist with visitor registration.
• Ensure smooth office operations and manage office supplies.

Skills

Microsoft Office

Time Management

Organizational Skills

Attention to Detail

Discretion

Education

Relevant Administrative Experience

Tools

SharePoint

Concur

Job description

The Senior Administrative Assistant provides experienced office/business support for the Commercial functions in our International HQ. This position plays an important role in ensuring the effective and efficient maintenance of departmental processes, procedures, and programs. Interaction is with internal colleagues as well as external stakeholders, including healthcare professionals and vendor agencies. The role requires flexibility and the ability to multi-task, working at a fast pace on time-sensitive matters while maintaining high attention to detail.

Key Duties and Responsibilities:

1. Manage calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering, and providing logistical and administrative support on the day of meetings.
2. Serve as a departmental resource for Vertex's internal technologies (e.g., Procurement, SharePoint, Concur, Vertex U, VLearn, etc.).
3. Exchange and integrate information from stakeholders into departmental reports.
4. Book flights/hotels, complete expense reports, and arrange team lunches/dinners and offsite meetings for assigned personnel.
5. Coordinate and help prepare meeting materials, including agendas, collecting/printing pre-reads, minute- or note-taking, and assembling/editing PowerPoint presentations.
6. Process group purchase orders, invoices, and contracts.
7. Assist with visitor registration, including pre-registering and escorting visitors.
8. Assist with onboarding new personnel into the department.
9. Ensure seamless day-to-day physical operations of the office, including inventory control of office supplies, coordination with IT and Facilities staff on computers, phones, and office equipment, and creating a pleasant and productive atmosphere for employees and visitors.
10. Review and track the office budget; may assist with resource planning and allocation for the site.
11. Operate with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office.

Knowledge and Skills:

• Proficient in Microsoft Office products.
• Strong time management and organizational skills to prioritize work and multi-task effectively.
• Keen attention to detail.
• Discretion in handling sensitive and confidential information.

Education and Experience:

• Relevant previous administrative experience or an equivalent combination of education and experience.

Additional Notes:

• If you are not a passport holder of the country for the vacancy, you might need a work permit. Check our Blog for more information.
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