Sr. Administrative Assistant, SRS

Azenta•Plainfield, IN

27d•Onsite

About The Position

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. 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.

Requirements

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
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

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
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
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