Job Description:
About the Role:
Location Requirement: Eastern U.S. time zone, with a preference for candidates in Pennsylvania or Florida
This role offers an exciting opportunity to provide high-level executive administrative support to the Senior Vice President of Customer Success and Services, ensuring seamless day-to-day operations. Responsibilities include drafting and refining correspondence, creating compelling presentations, managing executive calendars, coordinating meetings and conference calls, and arranging travel and entertainment. Additionally, this role requires a strong understanding of corporate policies and the ability to handle confidential financial, compensation, and strategic information with discretion.
Beyond traditional administrative tasks, this position plays a key role in fostering collaboration by working closely with internal support staff to schedule and coordinate meetings. It also involves leading the planning and execution of both on-site and off-site meetings, including client-facing events, to ensure a seamless and professional experience for all participants.
What You’ll Do:
Executive Support & Coordination
- Own and manage the executive’s calendar, including scheduling, prioritization, and conflict resolution.
- Coordinate and prepare for high-impact meetings, including agendas, presentations, and action item tracking.
- Attend meetings alongside the executive as needed, capturing key takeaways and ensuring follow-ups.
- Act as a liaison between the executive and internal/external stakeholders, fostering strong relationships.
- Prepare, review, and distribute reports, presentations, and correspondence with accuracy and discretion.
Travel & Event Management
- Plan and coordinate domestic and international travel, ensuring seamless experiences.
- Oversee logistics for internal and external meetings, including booking venues, managing catering, and coordinating technology needs.
- Take a leadership role in organizing off-site and on-site team meetings, client events, and strategic planning sessions.
- Negotiate with vendors and third-party providers, ensuring cost-effectiveness and quality in accordance with company standards.
Operations & Special Projects
- Support cross-functional initiatives and special projects, driving execution from start to finish.
- Track and help drive completion of key deliverables, ensuring alignment with business priorities.
- Optimize administrative processes to improve efficiency and eliminate redundancy.
- Manage confidential information with discretion, including financial, compensation, and strategic materials.
- Identify opportunities to improve workflows, introduce efficiencies, and enhance the executive’s productivity.
Who You Are:
Must-Have Skills & Qualifications
- 5+ years of experience in an administrative or executive support role within a corporate setting. Global company experience is a plus.
- A Bachelor’s degree or equivalent combination of education and experience.
- Exceptional written and verbal communication skills with the ability to engage with executives, clients, and stakeholders at all levels.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
- Ability to work independently, exercise sound judgment, and adapt quickly to last-minute changes.
- Adept at confidentiality, discretion, and handling sensitive information professionally.
- Demonstrates a customer-centric mindset with a passion for delivering exceptional experiences.
- Thrives in a fast-paced environment by independently making sound decisions and adapting quickly to changing priorities in a dynamic, matrixed environment.
- Technically proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Visio) and web-based collaboration tools (Teams, Zoom, Slack, etc.), with the ability to troubleshoot minor IT issues and support virtual teams.
- Experience with event planning and execution, including logistics and vendor negotiations.
OTHER QUALIFICATIONS:
The Winning Way behaviors that all Vertex employees need in order to meet the expectations of each other, our customers, and our partners.
- Communicate with Clarity - Be clear, concise and actionable. Be relentlessly constructive. Seek and provide meaningful feedback.
- Act with Urgency - Adopt an agile mentality - frequent iterations, improved speed, resilience. 80/20 rule – better is the enemy of done. Don’t spend hours when minutes are enough.
- Work with Purpose - Exhibit a “We Can” mindset. Results outweigh effort. Everyone understands how their role contributes. Set aside personal objectives for team results.
- Drive to Decision - Cut the swirl with defined deadlines and decision points. Be clear on individual accountability and decision authority. Guided by a commitment to and accountability for customer outcomes.
- Own the Outcome - Defined milestones, commitments and intended results. Assess your work in context, if you’re unsure, ask. Demonstrate unwavering support for decisions.
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