Administrative Partner, Software Development Product Management and AI/ML group

About the role

The Administrative Partner supports two VPs in the Illumina Software Organization. The role involves owning the executive's calendar as a strategic instrument, driving the operating cadence of the leadership team, managing high-visibility meetings, and executing events. This role requires a proven track record supporting senior leaders with complex, distributed, global teams.

Responsibilities

• Own the executive's calendar as a strategic instrument: protect deep-work time, kill or delegate low-value meetings, and ensure the right cross-functional partners are in the room when decisions get made.

• Drive the operating cadence of the leadership team — staff meetings, skip-levels, quarterly reviews, ELT prep — including agendas, pre-reads, follow-ups, and decision tracking.

• Coordinate distributed meetings across time zones (PT, ET, GMT, IST, SGT) with operational excellence.

• Manage content review schedules. Stakeholder & Communications Partnership:

  • Serve as a trusted liaison to other VPs' offices, C-Level staff, board-adjacent forums, and external partners.

  • Build the network that makes things happen faster.

  • Triage inbound asks (email, Teams, calls). Respond directly when appropriate, route when not, and surface what the executive actually needs to see.

  • Draft and edit internal communications at an executive voice and tone.

• Tooling, AI, & Continuous Improvement:

  • Evaluate, adopt, and operate modern productivity tools and AI agents that augment the role (calendar/email triage, briefing generation, follow-up tracking, travel automation).
  • Partner with the executive on improving the operating model itself — not just running today's process but proposing better ones.
  • Maintain accurate context (org charts, contact lists, project trackers, decision logs) so that new team members ramp without re-discovering basics.

Requirements

• Typically requires a minimum of 4 - 6 years of administrative or executive-support experience in a mid- to large-sized organization, including direct experience supporting VP-level executives.

• Proven track record supporting senior leaders with complex, distributed, global teams.

• Strong written communication; able to draft, edit, and ghostwrite at an executive level.

• High proficiency with Outlook, Word, Excel, PowerPoint, Teams, and modern collaboration tooling.

• Demonstrated experience with calendar management, complex travel, event planning, executive presentation prep, and expense administration.

• Comfort experimenting with and adopting new tools (including AI / agentic tools) to improve how the role is performed.

• Discretion and trust handling highly confidential information.

Qualifications

• Bachelor's degree preferred. High school diploma required.