Administrative Partner

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.

Position Summary

Illumina is seeking an experienced Administrative Partner to provide strategic, high-impact support to the Vice President, Global Head of Advanced Science and a Senior Director. This role is based on-site 5 days per week at Illumina's San Diego headquarters and serves as a trusted partner to executive leadership.

The Administrative Partner will own cross-functional coordination, strategic execution, and support in the introduction of AI-driven tools to accelerate research and enhance operational efficiency across a distributed, global organization spanning five sites (San Diego, Cambridge UK, Singapore, Boulder CO, Madison WI). This is a complex, fast-paced environment requiring independent judgment, strategic thinking, and the ability to influence and coordinate across multiple teams and geographies without direct authority. Understanding of scientific and technical context is essential to engage meaningfully with research teams during staff meetings and strategic discussions.

Key Responsibilities

• Strategic Execution & Operating Plans: Translate executive goals and priorities into actionable operating plans, track progress against key milestones, identify and remove blockers, and hold team owners accountable for delivery. Serve as the connective tissue between leadership vision and team execution.
• Calendar & Time Management: Own and strategically manage complex executive calendars for VP and other executives (up to 2 senior directors), thoughtfully prioritizing critical business activities, governance forums, board activities, cross-functional engagements, and site-specific meetings. Ensure optimal use of leadership time and maintain deep understanding of priorities, preferences, and operating rhythms.
• Global Coordination: Coordinate logistics and communications for multi-site team engagements across geographies, including travel, meeting preparation, materials coordination, and stakeholder alignment across five global locations. Support leadership presence and effectiveness in managing distributed teams.
• Cross-Functional Partnership Coordination: Coordinate complex internal and external partnerships, research initiatives, and collaborative projects. Act as the primary liaison between leadership and cross-functional teams, managing communication, alignment, decision gates, and deliverable tracking. Support strategic partnerships with external organizations and maintain stakeholder relationships.
• AI & ML Tool Integration: Support and participate in the research, evaluation, implementation, and optimization of AI-driven tools that enhance operational effectiveness, accelerate workflows, and improve overall team productivity. Help identify high-impact tools and methodologies, coordinate pilots, support adoption efforts, and track impact. This includes leveraging AI solutions to streamline processes, enable data-driven decision-making, and drive continuous improvement across functions.
• Meeting & Event Coordination: Plan and execute high-visibility meetings, workshops, off-sites, social events and collaborative working sessions for leadership and broader team engagement. Coordinate both on-site and distributed/virtual meetings ensuring operational excellence, technology support, and effective outcomes.
• Relationship Building & Team Influence: Develop strong, collaborative working relationships with leaders, direct reports, peer teams, and external partners across sites and functions. Act as an ambassador and advocate for new tools and methodologies. Build trust, foster engagement, and influence adoption through positive relationships and clear communication.
• Project & Initiative Management: Support high-impact strategic projects and special initiatives based on business priorities. Own project scoping, timeline development, resource coordination, stakeholder communication, and delivery tracking.
• Administrative Excellence: Manage expense reporting and financial administration with accuracy and timeliness. Handle confidential information and sensitive communications with sound judgment and discretion. Exercise independent judgment on behalf of executives and their teams within established guidelines.
• Collaboration & Process Improvement: Collaborate with peer administrative partners across Illumina to ensure effective executive coverage and contribute to process standardization and continuous improvement.
• Business Partnership: Demonstrate strong business acumen and partnership with leaders across departments, functions, sites, and geographies. Serve as an internal ambassador for Illumina, exhibiting professionalism, positivity, and company values.

Required Knowledge, Skills & Abilities

• Scientific Context & Literacy: Willingness to learn basic understanding of chemistry, physics, or biology fundamentals to be able to follow conversations with staff and demonstrate basic ability to understand research concepts, laboratory workflows, and scientific priorities discussed at staff meetings. This will enable meaningful engagement with R&D teams and contribution to strategic discussions about scientific direction and execution.
• Strategic Thinking & Execution: Ability to understand business strategy, translate goals into actionable plans, anticipate bottlenecks, and drive proactive solutions. Comfort with ambiguity and ability to work independently with minimal direction.
• Independent Judgment & Decision-Making: Proven ability to exercise sound judgment on behalf of executives within defined parameters. Capability to escalate complex or sensitive issues appropriately while handling routine decisions autonomously.
• Complex Priority Management: Exceptional ability to manage competing priorities in a dynamic, fast-paced, global environment. Strong attention to detail with demonstrated ability to drive tasks and action items to completion despite complexity.
• Interpersonal & Collaboration Skills: Excellent communication and interpersonal skills with demonstrated ability to build trust and influence across organizational boundaries. Strong executive presence with ability to remain calm, confident, and composed under pressure.
• Adaptability & Learning Agility: Demonstrated flexibility and willingness to learn new tools, methodologies, and technologies. Ability to quickly absorb new information and apply it in practical ways. Comfort with emerging technologies and innovation.
• Global Coordination: Experience managing complex logistics (ex. Travel, meetings, social events, communications) across geographies, time zones, and distributed teams.
• Technical Proficiency: Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint. Comfort with emerging tools and platforms like Claude, ChatGPT, and others. Ability to quickly learn new software and recommend tool adoption based on organizational needs. Experience with project management tools or collaboration platforms preferred.
• Integrity & Professionalism: High degree of integrity, accountability, and professionalism. Ability to handle highly confidential information with discretion. Strong business ethics and alignment with company values.

Preferred Qualifications

• Experience in a biotechnology, pharmaceutical, or life sciences environment
• Familiar with competitive intelligence, strategic planning, and research innovation
• Executive assistant or equivalent strategic partnership role supporting senior leadership
• Experience evaluating, implementing, or optimizing new tools and technologies
• Experience with global, distributed teams or matrix organizational structures
• Bachelors Degree

Requirements

• Typically requires a minimum of 4 - 6 years of related experience in a mid to large-sized organization
• Proven track record of supporting multiple senior leaders and managing complex, distributed teams
• Demonstrated experience managing projects with cross-functional stakeholders
• Demonstrated experience with calendar management, meeting coordination, project management, and event execution
• Ability to engage effectively with senior leaders, internal teams, external partners, and customers with professionalism and credibility
• Basic understanding or willingness to learn fundamentals of chemistry, physics, or biology; ability to follow and participate in scientific discussions
• On-site availability 5 days per week at San Diego headquarters, ability off core hours in occasions, as needed.

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.

#LI-ONSITE

The estimated base hourly range for the Administrative Partner role based in the United States of America is: $39.66 - $59.47. Should the level or location of the role change during the hiring process, the applicable base pay range may be updated accordingly. The range reflects long‑term growth in the role. Most candidates are hired between the minimum and middle of the range. Placement depends on experience, skills, location, and internal equity. 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.

We are a company deeply rooted in belonging, promoting an inclusive environment where employees feel valued and empowered to contribute to our mission. Built on a strong foundation, Illumina has always prioritized openness, collaboration, and seeking alternative 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 offer opportunities to engage in social responsibility. 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. Illumina conducts background checks on applicants for whom a conditional offer of employment has been made. Qualified applicants with arrest or conviction records will be considered for employment in accordance with applicable local, state, and federal laws. Background check results may potentially result in the withdrawal of a conditional offer of employment. The background check process and any decisions made as a result shall be made in accordance with all applicable local, state, and federal laws. Illumina prohibits the use of generative artificial intelligence (AI) in the application and interview process. 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. The position will be posted until a final candidate is selected or the requisition has a sufficient number of qualified applicants. This role is not eligible for visa sponsorship.