Senior Administrative Assistant - GVAS

Senior Administrative Assistant

Vertex currently operates at the forefront of scientific innovation and has successfully developed and commercialized multiple breakthrough medicines for Cystic Fibrosis (CF) patients. Our long-term commitment to advancing innovative therapies in other serious diseases continues to increase our need to grow and expand as an organization. Founded 30 years ago, Vertex has offices and research sites in North America, South America, and Europe.

Vertex has consistently been recognized as one of the industry's top workplaces by leading publications such as Science Magazine, The Boston Globe, Boston Business Journal, San Diego Business Journal and The Scientist.

The Global Pricing & Market Access (GPMA) team operates across the Vertex portfolio and works closely with partners across the globe to ensure payers recognize the value of Vertex medicines to enable Access to patients around the world.

The Senior Administrative Assistant plays a key role on the GPMA team and directly supports the Vice President of Global Pricing & Market Access. In this capacity, the individual should excel at organization, management of multiple peoples' time and expectations, have a self-starter attitude and anticipate / proactively address challenges. The role includes multiple opportunities for ongoing skill and content development, as well as expanded opportunities for project management responsibilities.

Key Responsibilities:

Core day-to-day responsibilities:

• Provide logistical planning and administrative support for VP including calendar management, travel, expense reporting and document production
• Support GPMA leadership team with meeting management and travel and logistics as required and provide back-up support for other Commercial Sr. Administrative assistants
• Serve as the face for GPMA team while liaising with key internal and external customers
• Perform various supporting tasks such as creating/amending/formatting documents/presentations in Word, Excel or PowerPoint, printing, etc.

Meetings & Events:

• Coordinate in-person, zoom meetings and conference calls with domestic and international participants; prepare meeting rooms & facilitate catering if required
• Manage meeting scheduling for multiple cross-functional, cross-regional forums that include participants VP and above (e.g. GPRC and Market Access Leadership Forum)
• Maintain cadence of key meetings including GPMA team meetings, Leadership Team meetings, 1:1s with direct reports, etc.
• Work with Human Resources to facilitate interview schedules for external candidates

Travel & Expenses:

• Work with external parties including Concur to coordinate travel, hotel and related reservations for VP and Senior Directors on the team
• Handle all expenses for designated leadership in a timely fashion and per company policy/guidelines

Purchasing & Budget:

• Manage the training of and overall procurement process for the team and liaise with related functions as required on behalf of GPMA
• Submit purchase orders, amendments and changes on behalf of the team working in partnership with Comm Contracts and iProcurement

Expanded Strategy & Operations Responsibilities:
Lead key S&O work streams including management of annual GPMA business processes

Business processes:

• Serve as key logistics contact for internal commercial planning processes (LRP, business planning, budget);
  Maintain GPMA calendar for deadlines and deliverables
• Serve as project manager for cross functional initiatives led by LT as required
• Build agenda for weekly team meetings (GPMA & LT)
• Agendas include rotation of project output sharing, guest speakers from other teams, roundtable, vendor / external capability presentations
• Schedule speakers, and send reminders ahead of their agenda topic
• Maintain materials on team's site
• Support development of and logistics for annual team training and development plan
• Based on goals established by VP, source external/internal experts and co-develop curriculum for team development
• Coordinate logistics and ensure development plan fits into annual team calendar of other priorities and activities
• Lead development and administration of the Market Access Gateway (Sharepoint site for all Market Access / HEOR functions)
• Evolve site as required to meet function and business needs; ensure security
• Partner with DTE and content administrators

Meetings & Events:

• Lead team annual off-site(s) with a focus on logistics and support of agenda / content to support meeting objectives
• Maintain materials on teams' site
• Create and drive follow on work streams generated from team off-sites as applicable
• Partner with GPMA lead and Meetings/Events Planning to plan/execute the annual Global Market Access Summit (~90 attendees)
• Collaborate with Vertex Meeting & Events on site selection, hotel contract, venue, and logistics to suit meeting needs and develop catering, logistics plan, etc.
• Coordinate with Creative agency on template, slide Q/A and other assets as needed with Meetings & Events
• Support relevant functions/regions to…