Executive Admin Partner - Hybrid Support to Senior Leaders

Vertex Inc.; United States; Hybrid; USD 54,000 - 80,000; Full time

Job summary

Vertex Inc. looking for a Senior Administrative Assistant to act as a trusted partner to the Executive Director, Seattle Research Site Head.

You will manage calendars, travel, meetings, contracts, invoicing, and broader team operations with independence and discretion. Responsibilities include coordinating complex calendars, travel logistics, vendor invoicing, budget support, event planning, and preparing presentations.

Qualifications

• Experience supporting senior leaders in a complex, fast-paced organization.
• Experience handling confidential matters with discretion for senior internal/external stakeholders.
• Experience with procurement, events or vendor administration, invoice workflows, and enterprise systems (Concur, Coupa, Icertis) or ability to learn quickly.
• Proficiency with Microsoft 365 apps (Outlook, Teams, Word, PowerPoint, Excel) including document formatting, proofreading, and communication.
• Ability to leverage AI-enabled productivity tools to improve efficiency while ensuring compliance with policies.
• Ability to manage multiple projects independently with attention to detail.
• Strong judgment and problem-solving skills with the ability to resolve non-routine issues.
• Excellent verbal, written, and interpersonal communication with a professional, service-oriented approach.
• Ability to anticipate needs, adapt to changing priorities, and stay composed under pressure.
• Excellent organizational skills, initiative, accountability, and motivation.

Responsibilities

• Serve as primary administrative contact for leaders, screening, routing, prioritizing, and escalating requests.
• Build relationships with senior executives and stakeholders across sites.
• Handle confidential information with discretion.
• Manage complex calendars across leaders, time zones, and external organizations.
• Arrange travel using Concur, prepare accurate expense reports, and coordinate with travel partners.
• Support vendor agreements, invoicing, and procurement workflows (Coupa, Icertis).
• Coordinate meetings, events, and conferences, including logistics and communications.
• Prepare, format, and distribute presentations and documents; assist with meeting materials.
• Support team operations, onboarding/offboarding, and shared resources.
• Ensure records, compliance, and process management per policy; use Microsoft 365 to improve efficiency.

Skills

Executive Support

Calendar Management

Travel & Expense

Vendor & Invoicing

Budget Administration

Event Coordination

Document Preparation

Team Operations

Compliance Awareness

Tools

Concur

Coupa

Icertis

Outlook

Microsoft 365

Job description

Vertex Inc. looking for a Senior Administrative Assistant to act as a trusted partner to the Executive Director, Seattle Research Site Head.

You will manage calendars, travel, meetings, contracts, invoicing, and broader team operations with independence and discretion. Responsibilities include coordinating complex calendars, travel logistics, vendor invoicing, budget support, event planning, and preparing presentations.