Senior Administrative Associate

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

Job summary

Vertex Inc. in Seattle seeks a Senior Administrative Assistant to provide experienced office support to the department, reporting to a senior manager. You will manage calendars, book travel, prepare materials, and coordinate meetings.

The role emphasizes discretion, organization, and proficiency with Microsoft Office. You'll also help with onboarding, office operations, vendor relationships, and budget tracking to keep the site running smoothly.

Qualifications

• Typically requires high school or secondary education.
• Typically requires 2 years of administrative experience, or the equivalent combination of education and experience.

Responsibilities

• Manage calendars and scheduling, including internal and off-site meetings, with room booking and catering support.
• Serve as department resource for internal tools (Procurement, SharePoint, Concur, Vertex U, VLearn).
• Translate stakeholder information into departmental reports and updates.
• Arrange travel (flights/hotels), expense reports, and team events; support offsite meetings.
• Prioritize requests per procedures; route complex issues to senior staff.
• Coordinate and prepare meeting materials, including agendas, pre-reads, minutes, and PowerPoint decks.
• Process group purchase orders, invoices, and contracts.
• Assist visitor registration and onboarding of new personnel.
• Maintain day-to-day site operations: inventory, IT coordination, office equipment, and creating a productive environment.
• Manage local vendor relationships for office services (cleaning, couriers, technicians, shipping).
• Review and track office budget; assist with resource planning.
• Maintain confidentiality and discretion regarding Vertex initiatives.
• Support site-wide events, including leadership summits.

Skills

Microsoft Office

Time management

Organizational skills

Discretion

Education

High school diploma

Job description

Job Description

General Summary:

The Senior Administrative Assistant provides experienced office/business support to a department. The Senior Administrative Assistant generally reports directly to a(n) Country Manager, Executive Director or Vice President-level manager.

Key Duties and Responsibilities:

• 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 on established departmental procedures, prioritizes and addresses requests for appointments, e-mails and 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
• Assists with visitor registration, including pre-registering and escorting visitors
• Assists with the onboarding of new personnel into the department
• Ensures seamless day-to-day physical operations of the site/office to include: inventory control of office supplies; office support services via coordination with IT and Operations & Facilities staff on computers, phones, and office equipment; and establishing a pleasant and productive atmosphere for employees and visitors.
• Oversees relevant local vendor relationships with office services providers such as cleaning companies, couriers, equipment technicians, mail/shipping services, etc.
• Reviews and tracks office budget, may assist with resource planning/allocation for the site
• Operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office
• Support Seattle site wide events that engage senior leaders including our Seattle summit and other events as needed

Knowledge and Skills:

• Established knowledge of Microsoft Office products
• Developed time management skills and organizational skills to prioritize work and/or multi-task
• Keen attention to detail
• Discretion to handle sensitive and confidential correspondence

Education and Experience:

• Typically requires high school or secondary school education
• Typically requires 2 years of administrative experience, or the equivalent combination of education and experience

Pay Range:

$39 - $58

Disclosure Statement:

The range provided is based on what we believe is a reasonable estimate for the base salary pay range for this job at the time of posting. This role is eligible for an annual bonus and annual equity awards. Some roles may also be eligible for overtime pay, in accordance with federal and state requirements. Actual base salary pay will be based on a number of factors, including skills, competencies, experience, and other job-related factors permitted by law.

At Vertex, our Total Rewards offerings also include inclusive market-leading benefits to meet our employees wherever they are in their career, financial, family and wellbeing journey while providing flexibility and resources to support their growth and aspirations. From medical, dental and vision benefits to generous paid time off (including a week-long company shutdown in the Summer and the Winter), educational assistance programs including student loan repayment, a generous commuting subsidy, matching charitable donations, 401(k) and so much more.

Flex Designation:

Hybrid-Eligible Or On-Site Eligible

Flex Eligibility Status:

In this Hybrid-Eligible role, you can choose to be designated as:
1. Hybrid : work remotely up to two days per week; or select
2. On-Site : work five days per week on‑site with ad hoc flexibility.

Note: The Flex status for this position is subject to Vertex's Policy on Flex @ Vertex Program and may be changed at any time.

Company Information

Vertex is a global biotechnology company that invests in scientific innovation.

Vertex is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person’s race, color, sex, gender identity or expression, age, religion, national origin, ancestry, ethnicity, disability, veteran status, genetic information, sexual orientation, marital status, or any characteristic protected under applicable law. Vertex is an E-Verify Employer in the United States. Vertex will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.

Any applicant requiring an accommodation in connection with the hiring process and/or to perform the essential functions of the position for which the applicant has applied should make a request to the recruiter or hiring manager, or contact Talent Acquisition at [e-mail]