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Position Summary
This position provides general office management and specialized office and administrative support to assist site leadership for the newly established Illumina Capability Center in the Manyata Business Park. The new Manyata Capability Center is intended to grow to over 300 head count in the next 2 years and this will be a key role in helping to establish and normalize effective site operations that welcome and enable the employees and represented business functions.
In filling this new role at this new site, this position will report directly to the Site Lead in India and will focus on coordinating an aligned site experience across multiple business groups. In doing this, this role will work closely with the site leadership team and function as a site liaison for internal and external partners on matters pertaining to site operations.
Position Responsibilities:
- Organize site all-hands meetings & townhalls and company events, such as Off-sites, CMEs, Roadshows, happy hours, other office related activities.
- General office administration including, postal and express mail pickups and delivery, pantry stocking, vendor handling for stationery and pantry supply.
- Travel administration including, assisting with meeting and conference planning and set up, booking venues for the events, booking hotels for visiting company employees and trainees, assisting with catering, visa invitation letters etc.
- Establishes and maintains filing system for easy retrieval of documents.
- Coordinates activities between departments, office operator (WeWork) and outside parties
- Provides analytical and specialized administrative support to the regional and local site leadership in a timely and most cost-effective manner. This includes taking minutes of meetings, handling incoming/outgoing mails, faxes, business documents, preparation of presentation materials, arrange travel plans and itinerary as required.
- Support the Site Lead with administrative activities including but not limited to travel management, document management etc.
- Liaise and work with office services provider (WeWork) on daily deliverables, contractual services and duties
- Working with Global Facilities on office repairs, maintenance and improvement works from time to time that is above and beyond office service provider scope.
- Working with facilities team and site leadership committee for updates regarding onsite safety and maintenance
- Organize and coordinate onboarding resources (e.g. stationary, ID badges, laptop) with relevant support functions as applicable for new employees - –
- Coordinating (but not delivering) on-boarding orientation
- Assist with exit handover for departing employees.
- Office capacity management in seating block planning and desk administration including Archibus updating.
- Weekly and monthly audit of office services provider (WeWork)performance
- Corrective maintenance follow up with office services provider (WeWork)
- Carry out effective facilities announcement communication
- To perform SNOW tasking.
- Carry out budget control and budget tracking to APAC Site Services
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:
- Strong written and verbal communication in English required
- Ability to write emails that are clear, concise and without unnecessary clutter
- Attention to detail is mandatory as tasks are varied and often urgent (outbound travel, local visitors, office and pantry maintenance)
- Excellent organization and planning skill with be required to do well in this role
- Competence with Microsoft Office suite, primarily Outlook, Word and PowerPoint, required
- We are looking for someone that will take direction and use a combination of good sense and logic to fulfill a given task. While training will be given, we expect you to take initiative in idea generation and executing a task with minimum supervision.
- Sensitive to confidentiality and are able to identify sensitive information, even if not explicitly marked confidential.
- Ability to provide solution to a situation, with an understanding of the implication.
- Is able to handle a team if required directly / indirectly & also be able to lead specific project responsibilities.
- All listed requirements are deemed as essential functions to this position; however, business conditions may require reasonable accommodations for additional task and responsibilities.
Preferred Experience/Education:
- Graduation/Equivalent in any specialization.
- Minimum 6 years of relevant working experience, worked with senior management in a multinational corporate environment. Specific experience related to life sciences, biotech or pharmaceutical firms is not required.
Illumina believes that everyone has the ability to make an impact, and 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.
