Senior Admin Partner to CEO

Illumina•San Diego, CA

11d•Hybrid

About The Position

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.

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

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