Senior Administrative Assistant

Job Description

Role Summary

Vertex is seeking a highly organized, proactive, and experienced Senior Administrative Assistant, Alliance Management to provide administrative and operational support to the Alliance Management team. This role is responsible for managing complex administrative activities, supporting cross-functional coordination, and helping ensure efficient engagement with internal stakeholders and external partners.
The ideal candidate brings strong judgment, attention to detail, and the ability to manage multiple priorities with minimal direction. This individual will play a key role in supporting business operations, coordinating activities across Alliance Management and Business Development, and maintaining effective administrative processes in a fast-paced environment.

Key Responsibilities

• Provide administrative support to team members within Alliance Management.
• Manage complex calendars, prioritize scheduling needs, and coordinate internal and external meetings across multiple time zones.
• Arrange domestic and international travel, including itineraries, logistics, and expense reporting.
• Coordinate alliance-related meetings, governance meetings, leadership reviews, and team events.
• Maintain organized team records, files, and shared documentation systems.
• Support purchase orders, invoice processing, budget tracking, and other operational and administrative workflows.
• Track and coordinate payments to healthcare professionals in support of the Business Development team, ensuring complete documentation and alignment with internal processes and compliance requirements.
• Set up and manage internal and external SharePoint sites to support secure document transfer, collaboration, and information sharing with internal teams and external partners.
• Serve as a key point of contact for internal stakeholders and external collaborators, ensuring timely, professional communication.
• Identify opportunities to improve administrative processes and enhance team efficiency.
• Support special projects and broader business operations activities as needed.

Required Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• 4–8+ years of progressively responsible administrative experience, preferably in biotechnology, pharmaceutical, healthcare, or another highly regulated environment.
• Demonstrated experience supporting senior leaders, executives, or complex cross-functional teams.
• Proven ability to independently manage complex calendaring, travel coordination, and shifting priorities in a fast-paced environment.
• Strong organizational, planning, and project coordination skills.
• Experience working with internal senior stakeholders and external business partners.
• Excellent verbal and written communication skills.
• High level of discretion, professionalism, and sound judgment in handling confidential information.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently, anticipate needs, and solve problems proactively.

Technical Skills Required

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong experience with SharePoint, including internal and external site setup, document libraries, permissions coordination, and secure document sharing workflows.
• Experience with calendar management and meeting coordination tools.
• Experience with travel booking and expense management systems.
• Experience with invoice processing, budget tracking, and administrative operations support.
• Experience tracking payments to healthcare professionals or similar external-party payment processes.
• Familiarity with document management and collaboration platforms.

Preferred Skills

• Familiarity with biotech or pharmaceutical compliance practices and external partner coordination.
• Experience coordinating governance meetings, leadership meetings, and external-facing business activities.
• Experience supporting healthcare professional payment tracking in a regulated environment.
• Experience creating and maintaining SharePoint collaboration sites for internal and external users.
• Strong problem-solving skills and a continuous improvement mindset.
• Ability to manage competing priorities with professionalism and responsiveness.

Benefits

• Medical, dental, and vision coverage.
• Retirement savings programs.
• Paid time off and company holidays.
• Employee wellness and support programs.
• Professional development and learning opportunities.
• Inclusive and collaborative workplace culture.
• Opportunities to contribute to meaningful work that impacts patients’ lives.

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Pay Range:

Disclosure Statement:

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. 

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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]