ADMINISTRATIVE PARTNER

Company: Illumina
Location: San Diego
Posted on: October 31, 2024

Job Description:

What if the work you did every day could impact the lives of people you know? Or all of humanity?

At Illumina, we are expanding access to genomic technology to realize health equity for billions of people around the world. Our efforts enable life-changing discoveries that are transforming human health through the early detection and diagnosis of diseases and 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 extraordinary people, inspiring leaders, and world changing projects, you will do more and become more than you ever thought possible.

Illumina is seeking an Administrative Partner who will support 2-3 Vice Presidents within the Software and Informatics organization in R&D. The Admin Partner will be based out of Illumina's San Diego headquarters and will report onsite five days a week (Mon-Fri). This person will help facilitate the prioritization of the VP's schedule to ensure the best use of their time, prioritizing critical meetings and events, and helping drive actions to keep their team progressing.

In addition, candidate must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities, in a timely and efficient manner. Assignments can be both routine and non-routine and require the ability to handle multiple projects at one time. Candidate must have outstanding time management and organizational skills, relying on expertise and sound judgment to plan and accomplish goals. Must be able to assist executive and organizations with optimum usage of time, making decisions regarding priorities and work activities with ability to exercise discretion and independent judgment.

Responsibilities Include:

Executive Support

• Reports to VP of Clinical Informatics, and dotted line to VP, Bioinformatics and Multiomics.
• Handles details of a highly confidential and critical nature. Schedule Management
  • Schedules appointments, meetings, and maintain 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 financial system. Operations
    • Helps facilitate content creation and aggregation for key meetings.
    • In collaboration with business partners, tracks key deadlines and deliverables for 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.
    • Provide administrative support such as organizing/updating digital filing system for the organization.
    • Help with strategic and operational projects as needed - tasks range from data entry in Excel to creating and collating content in documents and Power Point presentations to following up with individuals on action items.
    • In collaboration with key business partners, coordinate facilities and work space improvements. Communications
      • Tracks and communicates corporate level communications to 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 - internally & externally, exhibiting a positive attitude and living our values.
        • Demonstrates strong business partnerships with multiple departments, functions, sites, and leaders.
        • Provide administrative support and cross-coverage to Admin Partner team colleagues. Required Experience/Education:
          • 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, Power Point and MS Teams.
          • Must be able to work full-time onsite at Illumina HQ in San Diego. Preferred Experience:
            • Ability to demonstrate professional presence to engage effectively with customers/partners at executive level.
            • Strong key competencies skills: Customer Focus, Approachability, Integrity and Trust, Dealing with Ambiguity, Strong Digital Skills, Interpersonal Savvy, Learning on the Fly, Organizational Agility, Peer Relationships.
            • Experience in working with a diverse multi-cultural environment.
            • Some business operations or project management experience desired
              
              Listed responsibilities are an essential, but not exhaustive list, of the usual duties associated with the position. Changes to individual responsibilities may occur due to business needs.
              
              The estimated base hourly range for the Administrative Partner role based in the United States of America is: $38.89 - $58.31. Should the level or location of the role change during the hiring process, the applicable base pay range may be updated accordingly. Compensation decisions are dependent on several factors including, but not limited to, an individual's qualifications, location where the role is to be performed, internal equity, and alignment with market data. Additionally, all employees are eligible for one of our variable cash programs (bonus or commission) and eligible roles may receive equity as part of the compensation package. We offer a wide range of benefits as innovative as our work, including access to genomics sequencing, family planning, health/dental/vision, retirement benefits, and paid time off.
              
              At Illumina, we strive to foster a diverse and inclusive workplace by cultivating an environment in which everyone contributes to our mission. Built on a strong foundation, Illumina has always been rooted in openness, collaboration, and seeking alternative views and perspectives to propel innovation in genomics. We are proud to confirm a zero-net gap in pay, regardless of gender, ethnicity, or race. We also have several Employee Resource Groups (ERG) that deliver career development experiences, increase cultural awareness, and demonstrate our collective commitment to diversity and inclusion in the communities we live and work. We are proud to be an equal opportunity employer committed to providing employment opportunity regardless of sex, race, creed, color, gender, religion, marital status, domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, sexual orientation, pregnancy, military or veteran status, citizenship status, and genetic information. If you require accommodation to complete the application or interview process, please contact accommodations@illumina.com. To learn more, visit: https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf. This role is not eligible for visa sponsorship.

Keywords: Illumina, Long Beach , ADMINISTRATIVE PARTNER, Administration, Clerical , San Diego, California