Senior Administrative Assistant (v297)

Provides experienced office and calendar management support to two executives.

This position will be working in Providence, RI.

Key Duties and Responsibilities:

· Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and “day-of” logistical and administrative support

· Manage the office at Providence including maintaining support equipment, conference rooms, office supplies, vendors, and catering

· Supervise one Administrative Assistant/Office Assistant located in the Providence office

· Ensure the efficient smooth day to day office operations, productivity, anticipate needs and solve independently

· Support a positive and engaging culture, partner with HR, facilities, and communications on on-going organization of the look and feel of the office, serve as a leader and partner in local site cultural initiatives

· Serves as a departmental resource for Vertex’s internal technologies (i.e.; Procurement, SharePoint, Concur, Vertex U, VLearn, 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, emails and telephone calls; directly handles most requests but routes complex or unusual problems to more senior personnel

· 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

· Processes group purchase orders, invoices, and contracts

· Assists with visitor registration, including pre-registering and escorting visitors

· Assists with the onboarding of new personnel into the department

Knowledge and Skills:

· Excellent time management skills, with the ability to effectively manage and prioritize multiple work streams at once

· Ability to work in a fast-paced environment and under pressure as necessary

· Excellent oral and written communication skills

· Resourceful problem solving

· Flexible team play and willing to collaborate and support the team

· Proactive and self-motivated with a positive outlook

· Established knowledge of Microsoft Office products

· Keen attention to detail

· Discretion to handle sensitive and confidential correspondence

Education and Experience:

· High school or secondary school education, Associates Degree required or a Bachelors degree a preferred

· 2+ years of administrative experience, or the equivalent combination of education and experience

· 4-5 years of office administration experience would be ideal

*Please send resume on word document