The Senior Administrative Assistant provides experienced office/business support to a department. The Senior Administrative Assistant reports directly to the Saudi Senior Country Manager.
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
Serves as a departmental resource for Vertex's internal technologies (i.e; Procurement, SharePoint, Concur, Vertex U, VLearn, etc.)
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; 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
Ensures seamless day-to-day physical operations of the site/office to include: inventory control of office supplies; office support services via coordination with IT and Operations & Facilities staff on computers, phones, and office equipment; and establishing a pleasant and productive atmosphere for employees and visitors
Oversees relevant local vendor relationships with office services providers such as cleaning companies, couriers, equipment technicians, mail/shipping services, etc.
Reviews and tracks office budget, may assist with resource planning/allocation for the site
Operates with a high level of discretion and tact to protect the confidentiality of Vertex initiatives undertaken at the site/office
Key Requirements:
Saudi national
5+ years of administrative experience in a multi national organisation
Established knowledge of Microsoft Office products
Developed time management skills and organizational skills to prioritize work and/or multi-task
Keen attention to detail
Discretion to handle sensitive and confidential correspondence
Relevant education
Fluent English and Arabic.
Position is based in Riyadh and requires min 3 days per week in the office.
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 .
REQ-21181