Senior Administrative Associate Diagnostic Software Engineering

We are seeking an Administrative Associate to provide support to the Vice President of Diagnostic Software Engineering and their direct reports. This role plays a critical part in enabling effective leadership operations through  administrative, operational, and coordination support aligned with IDEXX priorities.

This individual will provide occasional support to other team members as needed and will partner with other Administrative professionals across the organization to help foster a collaborative and welcoming environment for their team and external parties.

We’re seeking a proactive, detail-oriented professional who thrives in fast-paced environments. The ideal candidate anticipates team needs, adapts to shifting priorities, and connects problems with solutions efficiently. Strong judgment, follow-through, and the ability to build effective relationships across all levels of the organization are essential.

Key Responsibilities

• Provide administrative and operational support to the VP of Diagnostic Software Engineering and their direct reports, ensuring priorities, meetings, and deliverables are well coordinated and aligned with business objectives.
• Proactively manage complex calendars, exercising sound judgment to prioritize meetings, resolve scheduling conflicts, and optimize time management.
• Partner closely with the VP and leadership team to prepare for leadership meetings, reviews, and internal forums by coordinating agendas, materials, and pre-reads.
• Coordinate travel arrangements primarily within the U.S., with limited international travel support as needed, and prepare and submit accurate, timely expense reports in accordance with IDEXX policies.
• Plan and coordinate onsite meetings, leadership sessions, and team events, including logistics, room scheduling, technology support, and follow-up actions.
• Serve as a trusted liaison between the VP, direct reports, and key partners, handling sensitive and confidential information with professionalism and discretion.
• Anticipate needs, proactively address issues, and recommend or implement administrative process or workflow improvements.
• Leverage Microsoft 365 and IDEXX systems to enhance scheduling, communication, and administrative efficiency.
• Support special projects and operational initiatives as requested and provide occasional coverage or assistance to other team members as needed.

The Ideal Candidate Is

• Highly effective at managing multiple, complex priorities with minimal direction
• A trusted administrative partner who demonstrates sound judgment and discretion
• An effective communicator who works confidently with senior leaders and partners
• Flexible, adaptable, and comfortable operating in an evolving environment
• Exceptionally organized with strong attention to detail
• A proactive problem solver with strong follow-through

Qualifications

• Experience providing administrative support to senior leaders
• Demonstrated ability to manage complex calendars, competing priorities, and sensitive information
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Teams, OneDrive, Word, Excel, PowerPoint) and comfort learning internal systems
• Experience working in a complex, matrixed organization
• Proven ability to independently manage initiatives and drive administrative process improvements

Work Arrangement

Location: This is a hybrid work arrangement. Candidates will be required to be on-site a minimum of two days per week in the office.

Why IDEXX?

We’re proud of the work we do, because our work matters. An innovation leader in every industry we serve, we follow our Purpose and Guiding Principles to help pet owners worldwide keep their companion animals healthy and happy, to ensure safe drinking water for billions, and to help farmers protect livestock and poultry from diseases. We have customers in over 175 countries and a global workforce of over 10,000 talented people.

So, what does that mean for you? We enrich the livelihoods of our employees with a positive and respectful work culture that embraces challenges and encourages learning and discovery.   At IDEXX, you will be supported by competitive compensation, incentives, and benefits while enjoying purposeful work that drives improvement. 

Let’s pursue what matters together.

IDEXX values a diverse workforce and workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

IDEXX is an equal opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.