Senior Administrative Specialist — Hybrid Office Support

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

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.