Executive Admin Partner to Research Leaders (Hybrid)

AIS Operating Co Inc.; Seattle (WA); Hybrid; USD 54,000 - 80,000; Full time

Benefits offered by this job

Medical, dental and vision benefits

Generous paid time off

Educational assistance including loan–

Commuting subsidy

Matching charitable donations

401(k)

Hybrid-Eligible Or On-Site Eligible

Job summary

Vertex seeks a Senior Administrative Assistant to partner with the Executive Director at the Seattle Research Site. You will manage calendars, travel, meetings, and documents, exercising good judgment and discretion while coordinating with senior stakeholders across sites.

You will handle budgeting, contracting, invoicing workflows, and office operations, ensuring preparedness for meetings and external engagements. The role offers hybrid work with on-site days and supportive Total Rewards.

Qualifications

• Experience supporting senior leaders in a complex and fast-paced environment.
• Ability to handle confidential matters with discretion.
• Exposure to procurement, events or vendor administration, invoice workflows and enterprise systems.
• Strong written and verbal communication skills.

Responsibilities

• Serve as a primary administrative point of contact for supported leaders, anticipating needs and screening and prioritizing requests.
• Proactively manage complex calendars across multiple leaders, sites, functions, and time zones.
• Independently arrange travel using Concur and process expense reports and reimbursements.
• Support vendor contracts, invoicing, and budget administration via Coupa and Icertis.
• Coordinate meetings, events, and on-site logistics with attendees, vendors, and partners.
• Prepare presentations, correspondence, and documents; ensure leaders are prepared for meetings and external engagements.

Skills

Executive support

Confidentiality

Vendor administration

Microsoft 365

AI productivity tools

Multi-project management

Tools

Concur

Coupa

Icertis

Outlook

Teams

Excel

Job description

Vertex seeks a Senior Administrative Assistant to partner with the Executive Director at the Seattle Research Site. You will manage calendars, travel, meetings, and documents, exercising good judgment and discretion while coordinating with senior stakeholders across sites.

You will handle budgeting, contracting, invoicing workflows, and office operations, ensuring preparedness for meetings and external engagements. The role offers hybrid work with on-site days and supportive Total Rewards.