Senior Admin Partner to CEO

Senior Administrative Partner To CEO

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.

The Senior Administrative Partner provides support to the Chief Executive Officer. This role is responsible for managing complex scheduling and coordination activities, supporting leadership priorities, and facilitating efficient execution of meetings, initiatives, and day-to-day operations in a dynamic executive environment.

The role provides high-level administrative and analytical support in a fast-paced, highly confidential environment. Responsibilities include partnering across functions and stakeholders to coordinate activities, gather and synthesize information, prepare reports and materials, and support informed decision-making through proactive execution. Effective performance in this position requires sound judgment, initiative, discretion, and the ability to work effectively with stakeholders at all levels of the organization.

Responsibilities:

• Reports to CEO and supports department / function
• Partners closely with the CEO and Executive Leadership Team to coordinate priorities, communications, and operating rhythms in addition to coordinating Executive Leadership Team meetings, agendas, materials, action items, and follow-up
• Builds strong relationships with Board members and stakeholders, ensuring seamless coordination, exceptional service, and the highest standards of confidentiality and professionalism
• Demonstrates a deep understanding of Executive Leadership Team preferences, leadership priorities, operating styles, and organizational dynamics to anticipate needs, influence outcomes, facilitate alignment, and represent the CEO with professionalism, discretion, and sound judgment
• Serves as the primary point of contact for the Board of Directors, overseeing communications, meeting planning, logistics, materials, and follow-up activities.
• Establishes and models best practices for the Senior Administrative Partner and Global Administrative Partner community, fostering collaboration, professionalism, and operational excellence across the organization
• Manages executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
• Schedules and manages all domestic and international travel and accommodations, meetings and meeting logistics
• Prepares reports by collecting and analyzing information
• Answers, screens and directs telephone calls
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
• Organizes, reconciles and submits expense reports in Concur
• Acts as an ambassador for Illumina internally & externally, exhibiting a positive attitude and living our values
• Demonstrates excellent business partnership with multiple departments, functions, sites or leaders globally
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes
• Makes recommendations for new procedures and implements practices to increase productivity and where appropriate, effectively manages communications
• Completes operational requirements by scheduling and assigning administrative projects; expediting work results
• Manages confidential information which requires utmost discretion and adherence to corporate governance policies
• Organizes and plans a variety of events including conferences and meetings

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

Requirements:

• Typically requires a minimum of 10 years of related experience with at least 5+ years supporting C-level Executives. 2-3 years' experience supporting the CEO, preferred
• Ability to demonstrate exceptional professional presence to engage effectively with customers/partners at executive level
• Requires a High School Diploma or GED; Bachelor's degree preferred
• 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 and Power Point