Senior Administrative Assistant, Switzerland

Job Description

The Senior Administrative Assistant provides experienced office/business support to a department. The Senior Administrative Assistant reports directly to the Swiss Country Manager.

Key Responsibilities:

• Responsible for new vendor management and maintenance of current vendors
• Processes and maintains purchase orders, invoices, and contracts with vendors and ensures accurate and on-time reporting
• Processes and maintains sponsorship and membership requests and ensures reporting of transfers of value according to compliance guidelines
• Coordinates and assists with the onboarding of new personnel into the department (organizes meetings and training sessions, develops induction plans, sets up the workplace, acts as liaison for general queries related to onboarding).
• Is an active member of a regional and international network of Admins and participates actively in company-wide process optimization workstreams
• Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings)
• Serves as a departmental resource for Vertex's internal technologies (i.e; Procurement, SharePoint, Concur, Vertex U, etc.)
• Coordinates activities between departments and/or outside parties
• 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
• Supports the Swiss team with project management needs
• 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
• Assists with visitor registration, including pre-registering and escorting visitor
• Act as contact person for Facility Management
• Coordinates Car Fleet/ Office Car Park.

Key Requirements:

• Extensive senior administrative experience within fast paced environment
• Strong experience supporting cross functional team
• Proven time management skills and organizational skills to prioritize work and/or multi-task
• Keen attention to detail
• Ability to manage multiple projects
• Discretion to handle sensitive and confidential correspondence
• Strong Service Orientation
• Fluency in German and English
• Established knowledge of Microsoft Office products.

Flex Designation:

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.

#LI-Hybrid

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 [email protected]