Administrative Partner (Hybrid)

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.

Administrative Partner, Human Resources (supporting HRBP & HR Business Operations organizations)

Position Summary:

Illumina is seeking an Administrative Partner to join our Human Resources team, based out of our San Diego headquarters.  This individual will play a dynamic, key role in supporting the day-to- day and long term success of the HR Business Partner and HR Business Operations teams with three VP-level leaders. 

This individual will help ensure the effective use of the leaders’ time, enabling and optimizing schedules, partnering with the leaders to create plans and follow through on actions for ongoing meetings and events, travel, and expense reporting. This role is hub and hybrid (2-3 days per week) and ongoing onsite presence will be requested to collaborate and support the leaders and their teams.  Illumina’s flexible workforce practice is designed to accommodate for personal needs and remote work as needed.

Illumina’s culture is collaborative, innovative, fun and fast-paced; welcoming a workforce of individuals passionately dedicated to a humanistic mission to improve human health through the power of the genome. 

All About You
 
Desired Competencies and Characteristics:

• Highly detail-oriented and conscientious, responsive and reliable
• Ability to maintain confidentiality with regard to sensitive information
• Collaborative, with strong teamwork orientation and willingness to lean in and flex style and approach when needed
• Self-starter who is able to work in a dynamic and fast-paced environment
• High degree of integrity and accountability
• Self-aware, able to show a flexible communication style and build strong relationships
• Strong executive presence and professionalism; ability to maintain a calm demeanor under pressure
• Openness to change, flexibility and desire to learn and grow
• Ability to leverage and connect with the right resources to get work done with a creative, positive, problem-solving orientation
• Ability to quickly navigate competing requests and prioritize according to business needs

Responsibilities:

• Schedules meetings and organize conference rooms across multiple sites and time zones
• Assists with the tracking and submission of expense reports
• Organizes group meetings and events, both on site and off site. Is responsible for setting up the meetings and coordinating all aspects of the meeting/events
• Maintains responsibility as the main point of contact for VPs, responsible for domestic and international travel, along with coordination of meeting schedules and related events
• Makes administrative decisions, handles correspondence, makes appointments and serves as a liaison with the public; internally and externally, as required
• Partner with other Administrative Partners and HR Operations colleagues to maintain alignment on priorities, share key updates, and ensure efficient coordination across the department
• May handle functional and employee details of a highly confidential and sensitive nature
• Collects and prepares information for use in discussions and HR meetings.
• May coordinate, create, edit and assemble slides for presentations or town hall decks as needed
• Arranges department and group meetings ensuring all necessary information is available for discussion; helps track department level projects, activities and results
• Utilizes appropriately in-depth knowledge of organizational operations, policies and procedures

Requirements:

• 4-6 years of administrative experience in a mid- to large-sized company supporting VP-level leaders; experience with the biotech industry and supporting Human Resources a plus but not required
• Experience working with confidential and sensitive information
• High level of proficiency with Outlook, Word, Excel and PowerPoint
• Working experience with video conferencing tools (Microsoft Teams, Zoom, etc)
• Experience with calendar management, project meeting and small