Senior Executive Assistant & Office Operations Lead

Azenta Life Sciences; Plainfield (IN); On-site; USD 54,000 - 68,000; Full time

Job summary

Azenta Inc. seeks a Sr. Administrative Assistant, SRS to support the VP/GM with calendar management, executive logistics across time zones, and governance of meetings.

You will oversee conference room and facility operations, coordinate training materials, and manage site-wide communications, employee engagement events, and guest services. A minimum of five years of admin experience and strong Office skills are required in a dynamic life sciences environment at Azenta.

Qualifications

• Minimum of 5 years of progressive administrative support experience, with at least 2 years supporting senior leadership level positions.
• Associate's degree or higher in Business Administration, Office Management, or a related field preferred
• Proven experience coordinating large-scale events, employee engagement programs, or similar initiatives

Responsibilities

• Manage and maintain the VP/GM's calendar, including scheduling meetings, resolving conflicts, and coordinating logistics across multiple time zones as needed
• Proactively anticipate scheduling needs and provide timely reminders and preparation materials to ensure executive readiness for all engagements
• Meeting management and governance
• Taking meeting notes and capture decisions and actions
• Manage quarterly SRS Global Town Halls, coordinating presenters and presentations, managing attendance communications and attendee questions, and sending post-event communications
• Oversee site conference room reservations, ensuring equitable access, proper setup, and availability of required technology and materials for all meetings and events
• Set up conference rooms for training sessions and special events, including audio/visual equipment, seating arrangements, printed materials, and refreshments
• Conduct routine inspections of conference spaces to ensure rooms are clean, well-maintained, and properly stocked at all times
• Order and coordinate delivery of training materials, supplies, and team lunch arrangements in support of departmental activities and meetings
• Manage site-wide office supply inventory, including ordering, receiving, and distribution; maintain par levels to prevent shortages
• Manage and stock the site cafeteria and snack areas, coordinating with vendors and internal stakeholders to ensure consistent availability of approved items and adherence to budget guidelines
• Administer and maintain site email distribution lists, ensuring accuracy, timely updates, and compliance with organizational communication policies
• Proofread and disseminate site-wide communications on behalf of leadership as required
• Plan and execute quarterly employee engagement luncheons, including coordination, menu selection, invitations, and day-of logistics to foster a positive and connected workplace culture
• Serve as the primary organizer for the annual employee holiday party, managing all aspects from budgeting and venue selection to vendor coordination, décor, entertainment, and post-event reconciliation
• Lead the planning and execution of the annual employee Summer Family Day event, coordinating activities, catering, communications, and on-site logistics to deliver a memorable experience for employees and their families
• Coordinate additional site events and recognition programs as directed by leadership, ensuring seamless execution and positive employee experience
• Serve as the first point of contact for all site visitors, providing a professional, warm, and welcoming experience consistent with company culture and security protocols
• Coordinate visitor logistics including parking, badging, escorting, and scheduling with internal hosts to ensure smooth and compliant guest experiences

Skills

Outlook

Word

Excel

PowerPoint

Teams

Co-Pilot

Org & Time Mgmt

Communication

Discretion

Teamwork

Lifting 25 lbs

Education

Associate degree or higher

Tools

Microsoft Office Suite

Job description

Azenta Inc. seeks a Sr. Administrative Assistant, SRS to support the VP/GM with calendar management, executive logistics across time zones, and governance of meetings.

You will oversee conference room and facility operations, coordinate training materials, and manage site-wide communications, employee engagement events, and guest services. A minimum of five years of admin experience and strong Office skills are required in a dynamic life sciences environment at Azenta.