Vertex Pharmaceuticals, Inc

Executive Assistant, Accounting Job at Vertex Pharmaceuticals, Inc in Boston

Vertex Pharmaceuticals, Inc, Boston, MA, United States, 02298

Job Description

General Summary:

The Executive Assistant provides specialized, independent administrative/business support to the SVP, Chief Accounting Officer and the VP, Corporate Controller, and accounting team members. This role is based in Fan Pier, directly reporting to the Chief Accounting Officer.

This position supports a hybrid work schedule- with 3 days in office and 2 days remote on a weekly basis.

Key Duties and Responsibilities:

* Serves as the primary administrative support professional for a Sr. Vice President and VP, and their accounting team of over 150 people based in Boston and London.

* Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executives

* Manages the executive's complex and detailed calendars, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive

* Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines

* Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities.

* Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive

* Maintains high level of confidentiality of information related to the organization and staff

* Coordinates activities for the department, including quarterly Town Halls, All-hands meeting within and across departments and/or outside parties

* As delegated by the executive, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive

* Prepares 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 onboarding of new personnel into the department

* Collaborates with the administrative assistant providing support to other Vice Presidents in the same department

* Provides guidance and training to less experienced colleagues

* Applies knowledge of business/department priorities to anticipate the executive's needs and drive administrative process improvements

* Builds collaborative and productive relationships across the organization and at all levels

Knowledge and Skills:

* High attention to detail

* Advanced time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines

* Highly proactive and anticipates and resolves issues

* Exceptional interpersonal skills, especially with senior executives

* Advanced verbal and written communication skills

* Experience working within Accounting and/or Finance departments a plus

* Ability to handle highly confidential and sensitive information

* Advanced knowledge of Microsoft Office products

Basic Qualifications:

* Typically requires high school or secondary school education

* Typically requires at least 5+ years of executive assistant experience

* Notary certification a plus

Flex Designation:

Hybrid-Eligible Or On-Site Eligible

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.