Executive Assistant to Senior VPs (Hybrid)

Vertex Inc.; Boston (MA); Hybrid; USD 90,000 - 134,000; Full time

Job summary

Vertex Inc. in Boston is seeking an experienced Executive Assistant to provide specialized, independent administrative support to 2-3 Vice Presidents across multiple areas.

You will manage complex calendars, coordinate travel, prepare materials, and handle highly confidential information with discretion. You will partner with senior leaders, support onboarding, and help streamline administrative processes while building relationships across the organization.

Qualifications

• 5 years of experience in executive support or related roles.
• Strong MS Office proficiency and calendar management.
• Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills.

Responsibilities

• Serves as the primary support professional for a Sr. Vice President, independently handling a full range administrative activities.
• As the delegate for the executive, handles details of a highly confidential and critical nature related to the function/department.
• Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive.
• Manages the executive’s complex and detailed calendar, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive.
• Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines.
• Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities.
• Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive.
• Maintains high level of confidentiality of information related to the organization and staff.
• Coordinates activities between departments and or outside parties.
• As delegated by the executive, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive.
• Prepares 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.
• Assists with visitor registration, including pre-registering and escorting visitors.
• Assists with onboarding of new personnel into the department.
• Provides guidance and training to less experienced colleagues.
• Applies knowledge of business/department priorities to anticipate the executive’s needs and drive administrative process improvements.
• Builds collaborative and productive relationships across the organization and at all levels.

Skills

Microsoft Office

Time management

Organizational skills

Communication skills

Interpersonal skills

Confidentiality

Education

High school diploma

Tools

PowerPoint

Calendar software

Job description

Vertex Inc. in Boston is seeking an experienced Executive Assistant to provide specialized, independent administrative support to 2-3 Vice Presidents across multiple areas.

You will manage complex calendars, coordinate travel, prepare materials, and handle highly confidential information with discretion. You will partner with senior leaders, support onboarding, and help streamline administrative processes while building relationships across the organization.