Sr. Administrative Assistant, SRS
Azenta Life Sciences
Summary
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.
Job description
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 coordinating presenters and presentations, managing attendance communication and attendee questions, and 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
Requirements
- Minimum of 5 years of progressive administrative support experience
- 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
Company overview
Azenta Life Sciences is a leading global provider of comprehensive life sciences solutions dedicated to enabling impactful breakthroughs and therapies to reach the market faster. Headquartered in Burlington, Massachusetts, the company operates worldwide with approximately 3,000 employees across North America, Europe, and Asia. Azenta offers an integrated suite of sample exploration and management solutions that accelerate discovery, development, and delivery processes for pharmaceutical, biotechnology, academic, and healthcare institutions. Their core capabilities span genomics services through GENEWIZ, cryogenic storage systems, laboratory automation, and informatics solutions. The company provides reliable cold-chain sample management, automated storage systems, consumables, instruments, and laboratory information management systems (LIMS) to support drug development, clinical research, and advanced cell therapies. Azenta's mission focuses on helping life sciences organizations operate with greater speed and precision while maintaining sample integrity throughout the research continuum.