Vertex Pharmaceuticals Incorporated is seeking to hire an Administrative Associate IV to join the Quality Assurance team in Boston, MA.
The Administrative Associate IV plays an important role in ensuring the effective and efficient maintenance of departmental processes, procedures and programs inclusive of travel arrangements, calendar management, scheduling, vendor meetings and expenses. This individual would need to be able to greet, receive and interact with external customers and partners. It is imperative this person can handle details of a confidential and critical nature. Another area of support will be to ensure accurate filing and tracking of all departmental documentation, including memos, correspondence, presentations and reports. In order to be successful at this position it will be important to exercise independent judgment to optimize internal processes and procedures. There will be a need to be flexible and perform other duties as assigned. This position will report to the Vice President, Quality Assurance and will provide additional administrative support to 5-6 additional team members.
Key Responsibilities * Provide logistical planning and administrative support for assigned teams (e.g. travel, expenses, scheduling, catering, vendor coordination, document production) * Ensure timely processing of group purchase orders, invoices and contracts * Assist in the management of the budgeting and contracting processes * Work across departments and with other administrative associates to facilitate interview schedules, large team meetings, and outside vendor meetings * Document and maintain group processes, procedures and programs relating to contracts and employee on-boarding * Participate in ad hoc projects as needed for Quality Assurance initiatives/activities (e.g. regulatory inspection management support, project management support) * Assist in the facilitation and maintenance of documentation for quality governance and quality management team activities * May serve as back up to Executive Assistants
Qualification: * Bachelor's degree * 5+ years' experience supporting senior leaders * Proficiency with Outlook Calendar Management and Concur Expense reporting systems
Preferred Qualifications: * Demonstrates excellent communication, verbal and written, and interpersonal skills * Able to work in a fast-paced environment and multi-task * Able to independently interpret policies and solve non-routine, complex issues * Possesses thorough understanding of departmental and company policies and procedures * Ability/experience working with employees at all levels in the organization and across all functions * Team player able to develop rapport and credibility with team members * Detail orientated with ability to identify and communicate conflicts in scheduling/priorities * Displays sound ethics and a fit for Vertex's core values * Ability to clearly present project status and outline processes in oral and written formats