Senior Administrative Assistant, Switzerland

Zug - Switzerland

Monthly Salary: Not Disclosed

Posted on: 15 hours ago

Vacancies: 1 Vacancy

Job Summary

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 Vertexs 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:

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 Vertexs 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 persons 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

Required Experience:

Senior IC

Job DescriptionThe 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 vendorsProcesses an...