Sr. Administrative Assistant

Vertex Inc. • Boston, MA

5d • $39 - $58 • Hybrid

About The Position

The Senior Administrative Assistant provides experienced business support to the Quality department, reporting directly to a Vice President. The role is responsible for core administrative duties including calendar management, budget planning, and partnering with other assistants to drive continuous improvement. A primary focus of this position is establishing and leveraging digital technologies and AI to enhance task execution and optimize departmental workflows.

Requirements

• Established knowledge of Microsoft Office products and digital technology tools.
• Developed time management skills to prioritize work in a fast-paced environment.
• Keen attention to detail and discretion with confidential correspondence.
• Extensive knowledge of Microsoft 365 (Teams, SharePoint, Outlook) and the application of AI in administrative tasks.
• Excellent communication skills and a track record of influencing a culture of excellence.
• Critical thinking and proactive problem-solving skills.
• Bachelor's degree or relevant comparable background.
• Minimum 4+ years of administrative experience.
• Knowledge of digital technology including the use of AI productivity tools is required.

Responsibilities

• Ensures seamless execution of day-to-day activities including proactive calendar management, meeting prioritization, and logistical support.
• Serves as a departmental resource for internal technologies such as SharePoint, Procurement, and Concur.
• Books travel logistics and completes expense reports with high attention to detail.
• Coordinates virtual, hybrid, and in‑person meetings, ensuring technology and follow‑ups are managed effectively.
• Supports the leadership team in the use of productivity and collaboration tools to enhance organization and workflow efficiency.
• Manages shared digital workspaces and document repositories, ensuring accurate organization and version control.
• Assists with drafting, editing, and summarizing communications or reports using AI and advanced productivity tools.
• Identifies opportunities to automate recurring tasks through available digital tools and workflows.
• Anticipates technology needs, recommending tools or process enhancements to improve team effectiveness.
• Executes tasks related to budget management, purchase requisitions, and monitoring.
• Operates with a high level of discretion to protect the confidentiality of sensitive initiatives.

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees