Senior Administrative Associate

Vertex Pharmaceuticals LLC; Washington (District of Columbia); On-site; USD 55,000 - 75,000; Full time

Job summary

Vertex Pharmaceuticals LLC seeks a Senior Administrative Associate to provide comprehensive administrative support to the Executive Director of the Seattle Research Site. The role includes calendar management, travel coordination, event planning, and procurement tasks in a fast-paced pharmaceutical research environment.

Responsibilities cover coordinating complex calendars, arranging travel logistics, organizing meetings and external events, processing contracts and invoices, and preparing

Qualifications

• Experience supporting senior leaders in complex, fast-paced organizations.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel).
• Experience with procurement systems, events coordination, and vendor administration.
• Familiarity with enterprise platforms such as Concur, Coupa, and Icertis or comparable systems.
• Strong written and verbal communication skills with excellent attention to detail.
• Ability to manage confidential information and interact professionally with senior stakeholders.
• Demonstrated project management skills with ability to handle multiple priorities independently.

Responsibilities

• Manage complex, multi-site calendars and coordinate scheduling across time zones and external organizations.
• Arrange business travel logistics including flights, ground transportation, lodging, and expense report processing.
• Coordinate meetings, conferences, off-sites, and external events with full vendor and logistics management.
• Process contracts, invoices, and purchase orders through enterprise procurement systems.
• Prepare meeting materials, agendas, presentations, and executive correspondence.

Skills

Senior executive support

Calendar management

Travel planning

Vendor coordination

Communication

Tools

Microsoft 365

Outlook

Teams

Word

PowerPoint

Excel

Concur

Coupa

Icertis

Job description

Vertex Pharmaceuticals seeks a Senior Administrative Associate to provide comprehensive administrative support to the Executive Director of the Seattle Research Site. The role encompasses calendar management, travel coordination, event planning, contract administration, and team operations in a fast-paced pharmaceutical research environment.

Responsibilities

• Manage complex, multi-site calendars and coordinate scheduling across time zones and external organizations
• Arrange business travel logistics including flights, ground transportation, lodging, and expense report processing
• Coordinate meetings, conferences, off-sites, and external events with full vendor and logistics management
• Process contracts, invoices, and purchase orders through enterprise procurement systems
• Prepare meeting materials, agendas, presentations, and executive correspondence

Requirements

• Experience supporting senior leaders in complex, fast-paced organizations
• Proficiency with Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel)
• Experience with procurement systems, events coordination, and vendor administration
• Familiarity with enterprise platforms such as Concur, Coupa, and Icertis or comparable systems
• Strong written and verbal communication skills with excellent attention to detail
• Ability to manage confidential information and interact professionally with senior stakeholders
• Demonstrated project management skills with ability to handle multiple priorities independently