Sr. Administrative Assistant, SRS

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.

At Azenta, new ideas, new technologies and new ways of thinking are driving our future. Our customer focused culture encourages employees to embrace innovation and challenge the status quo with novel thinking and collaborative work relationships.

All we accomplish is grounded in our core values of Customer Focus, Achievement, Accountability, Teamwork, Employee Value and Integrity

Job Title

Sr. Administrative Assistant, SRS

Job Description

Azenta Life Sciences is a market leader in automated bio sample management solutions and multiomics services across areas such as drug development, clinical and advanced cell therapies for the industry's top pharmaceutical, biotech, academic and healthcare institutions globally.

Within Azenta, the Sample Repository Services (SRS) business provides industry-leading biobanking, sample storage, logistics, laboratory services, and specimen management solutions that help customers safeguard and maximize the value of their critical biological materials.

How You’ll Add Value

The Senior Administrative Assistant, SRS plays a vital role in fostering a positive and productive workplace by managing daily site logistics, coordinating employee engagement initiatives, and ensuring that the physical work environment supports the needs of both staff and visitors.

What You’ll Do

Calendar & Executive Support

• 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. Including but not limited to coordinating the presenters and presentations, managing attendance communication and attendee questions as well as sending post-event communications

Conference Room & Facility Management

• 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

Procurement & Supply Management

• 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

Communications

• 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

Employee Engagement & Events

• 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

Visitor & Guest Services

• 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

What You Will Bring

Education & Experience

• 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

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, Co-Pilot) and calendar management platforms
• Exceptional organizational and time management skills with demonstrated ability to manage competing priorities and meet deadlines without sacrificing quality
• Strong written and verbal communication skills, including the ability to communicate professionally with all levels of the organization
• High degree of discretion and confidentiality when handling sensitive information
• Collaborative team player with a customer-service orientation and a proactive, solutions-focused approach
• Ability to stand, lift, and move supplies or event materials (up-to 25 lbs.) as required to support site operations

Join us and help enable life-changing discoveries by keeping critical life science systems running reliably - every day.

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If any applicant is unable to complete an application or respond to a job opening because of a disability, please email at [e-mail] for assistance.

Azenta is an Equal Opportunity Employer. This company considers candidates regardless of race, color, age, religion, gender, sexual orientation, gender identity, national origin, disability or veteran status.

United States Base Compensation: $26.00 - $32.50

The posted pay range for this position is an estimate based on current market data and internal pay structure. Final compensation may vary above or below this range depending on factors such as experience, education (including licensure and certifications), qualifications, performance, and geographic location, among other relevant business or organizational needs.