Administrative Partner

4 weeks ago

San Diego, California, United States Illumina Full time

What if the work you do every day could have a profound impact on people's lives? At Illumina, we're expanding access to genomic technology to achieve health equity for billions of people worldwide. Our efforts are transforming human health through early disease detection and diagnosis, as well as new treatment options for patients. Working at Illumina means being part of something bigger than yourself. Every person, in every role, has the opportunity to make a difference. Surrounded by talented individuals, inspiring leaders, and groundbreaking projects, you'll do more and become more than you ever thought possible.

Job Summary

We're seeking an Administrative Partner to support 2-3 Vice Presidents within the Software and Informatics organization in R&D. This role will be based out of Illumina's San Diego headquarters and will report onsite five days a week (Monday through Friday). The successful candidate will help facilitate the prioritization of the VP's schedule to ensure the best use of their time, prioritize critical meetings and events, and drive actions to keep their team progressing.

Responsibilities
  • Reports to the VP of Clinical Informatics and has a dotted line to the VP, Bioinformatics and Multiomics.
  • Handles details of a highly confidential and critical nature.
Schedule Management
  • Schedules appointments, meetings, and maintains complex and changing calendars, working through scheduling roadblocks.
  • Schedules and hosts staff, all-hands, and other recurring meetings, including agenda management and note-taking.
  • Plans and supports a variety of events, including internal offsites, external customer meetings, and public speaking engagements.
  • Schedules and manages all domestic and international travel, accommodations, and meeting logistics.
  • Organizes, reconciles, and submits expense reports in the financial system.
Operations
  • Helps facilitate content creation and aggregation for key meetings.
  • In collaboration with business partners, tracks key deadlines and deliverables for the organization.
  • Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements, while implementing changes.
  • Provides administrative support, such as organizing and updating digital filing systems for the organization.
  • Assists with strategic and operational projects as needed, including tasks ranging from data entry in Excel to creating and collating content in documents and PowerPoint presentations to following up with individuals on action items.
  • In collaboration with key business partners, coordinates facilities and workspace improvements.
Communications
  • Tracks and communicates corporate-level communications to the executive's staff.
  • Provides information by answering questions and requests.
  • Produces information by transcribing, inputting data, and graphics.
Collaboration
  • Acts as an ambassador for Illumina, exhibiting a positive attitude and living our values.
  • Demonstrates strong business partnerships with multiple departments, functions, sites, and leaders.
  • Provides administrative support and cross-coverage to Admin Partner team colleagues.
Requirements
  • Bachelor's degree or equivalent work experience preferred.
  • Typically requires 8 years of administrative experience in a mid-sized or growing company.
  • Experience supporting multiple executives.
  • Experience with calendar management, meeting and event planning, preparation of presentations, conference registration, and expense report administration.
  • Must have a high level of proficiency in Outlook, Word, Excel, PowerPoint, and MS Teams.
  • Must be able to work full-time onsite at Illumina HQ in San Diego.

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