Sr. Admin Assistant and Office Manager

Position Summary

The Senior Administrative Assistant and Office Manager serves as a trusted partner to the Rochester site and executive leadership as needed, ensuring the site operates with professionalism, efficiency, and operational excellence. Reporting to the Site Head Vice President, Rochester, this highly visible role combines executive support, office management, onboarding, hospitality, site coordination, and administrative leadership. As the operational hub of the Rochester site, the role provides dedicated support to site leadership and the Operations Leadership Team while coordinating customer, investor, Board, regulatory, partner, candidate, and executive visits to ensure a seamless and professional experience. Working in a fast-paced, highly regulated GxP manufacturing and laboratory environment, the Senior Administrative Assistant and Office Manager oversees day-to-day office operations, site events, leadership meetings, tours, and engagement activities. The successful candidate is a highly organized, resourceful, and proactive administrative partner who exercises exceptional judgment, maintains the highest level of confidentiality and professionalism, anticipates needs, and consistently delivers an outstanding experience for employees, visitors, customers, and executive stakeholders.

Principal Responsibilities

Executive & Administrative Support

• Serve as a trusted partner to the Site Head, VP Rochester, Chief Scientific Officer, and Operations Leadership Team, providing high-level administrative and operational support.
• Proactively manage calendars, meeting coordination, travel arrangements, expense reporting, P-card reconciliation, procurement activities, and invoice processing.
• Prepare and organize materials for meetings, presentations, site communications, and executive events, ensuring timely follow-up on key action items.
• Handle confidential and sensitive business, employee, candidate, customer, and executive information with the highest level of professionalism and discretion.
• Act as a liaison between site leadership, employees, vendors, corporate functions, and external stakeholders, building strong relationships across all levels of the organization.
• Anticipate needs, exercise sound judgment, prioritize competing demands, and independently resolve issues to support business objectives.

Office Management & Site Operations

• Serve as the operational hub for the Rochester site, ensuring a professional, organized, safe, and welcoming workplace environment.
• Partner with Facilities, IT, Security, EHS, Human Resources, and property management to ensure site readiness and uninterrupted operations.
• Manage office services and supplies, including office, breakroom, cleaning, safety, and first-aid inventory, as well as mail, package distribution, conference room scheduling, catering, and visitor support.
• Monitor administrative, travel, event, and supply expenses and support budget management through purchase order tracking, invoice processing, and expense reconciliation.
• Identify opportunities to improve administrative processes, implement solutions, and drive operational excellence across office functions.

Site Events, Visits & Hospitality

• Lead coordination of site tours, candidate visits, customer meetings, Board meetings, investor visits, regulatory inspections, leadership meetings, and other hosted events from planning through execution.
• Develop and maintain centralized processes for event requests, meeting coordination, and tour scheduling, serving as the single source of truth for site activities.
• Coordinate agendas, participant schedules, hospitality, catering, meeting logistics, room setup, audiovisual support, and presentation materials to ensure a seamless experience for all visitors.
• Assess priorities and scheduling conflicts across multiple site activities and make recommendations to leadership regarding resource allocation and event sequencing.
• Partner with the Executive Assistant and leadership teams to deliver exceptional experiences for candidates, customers, partners, investors, regulators, and executive visitors.

Employee Experience

• Partner with Human Resources to coordinate onboarding and offboarding activities, including badge and system access, workspace setup, equipment distribution, orientation schedules, training coordination, team introductions, and property returns.
• Support employee engagement initiatives, recognition programs, team-building activities, community involvement efforts, All Hands meetings, and site-wide events.
• Coordinate company merchandise programs and support employee communications and workplace culture initiatives.
• Foster an inclusive, collaborative, and positive work environment while providing backup support to administrative colleagues as needed.

Qualifications And Requirements

Required

• Bachelor's degree in Business Administration, Communications, or related field; equivalent experience will be considered
• Minimum of 7+ years of progressively responsible executive administrative, office management, or operations support experience
• Experience supporting senior executives within a fast-paced, high-growth organization
• Demonstrated experience planning and executing executive-level meetings, visits, and events, including managing concurrent events
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools including Teams, Zoom, and SharePoint with the ability to learn new or updated systems
• Exceptional written and verbal communication skills
• Strong organizational, project management, and follow-through skills
• Demonstrated experience managing confidential and highly sensitive information
• Proven ability to work independently while exercising sound judgment and discretion
• Flexible and resourceful, thriving in the evolving environment of a startup while maintaining professionalism under pressure
• Proactive problem-solver with resilience, creativity, and a strong sense of ownership in their work

Preferred

• Biotechnology, pharmaceutical, healthcare, medical device, or regulated manufacturing experience
• Experience supporting C-suite executives or executive leadership teams
• Startup or high-growth company experience
• Experience coordinating customer visits, Board meetings, investor meetings, regulatory inspections, and executive events
• Experience with project management systems, travel systems, procurement systems, and event management tools
• Experience in healthcare or regulated environment
• Support of physician or clinical leadership
• Familiarity with healthcare operations and workflows
• Establishing coordination workflows where none previously existed

Compensation & Benefits

• Salary range for this role in Minnesota: $80,000–$105,000 per year
• Medical, dental, and vision insurance
• Health Savings Account or Flexible Spending Account options (depending on plan chosen)
• 401k retirement account access with employer matching
• Paid sick leave and/or other paid time off in compliance with applicable law
• Relocation assistance available to qualified team members