Sr Administrative Assistant

About the role

We are seeking an upbeat energetic individual to provide executive support for two VP members of CIO staff at our corporate headquarters in Sunnyvale, CA.

Roles & Responsibilities

• Calendar Management: Full calendar management (calendar owner), includes scheduling all meetings (internal/external), resolving conflicts, accepts meetings, maintains and manages executives' calendar to be current and up to date
• Schedule meetings, appointments and travel worldwide
• Collects and provides prep in advance for exec which includes agendas, objectives, reports and materials.
• Collect/produce reports as needed by VPs
• Meetings/Events/Offsites Management: Coordinate meetings, events, and off-sites including but not limited to:
• Assist in the planning process as requested - agenda prep and dissemination, Zoom set-up, scheduling, etc.
• Preps/provides exec with consistent meeting reminders and details for each meeting
• Attend exec leadership meetings - assist/runs meeting agenda, takes action items, meeting notes, and meeting timekeeper
• Ensure meeting room and Zoom are set up as planned prior to meeting, ensure IT/Equipment fit meeting requirements, assisting with start of meeting includes turning on equipment, starting Zoom/conference call connection, ensuring participants are in attendance
• Arranging all hands meetings
• Order food, secure locations and set up, secure equipment resources needed, coordinate hotel and transportation services.
• Facilitate transitions between contacts and greet guests as appropriate
• Maintaining meeting minutes and action items follow up lists.
• Relationship building and Communication: Develop a solid understanding of the complex, global environment and be able to credibly interact with individuals inside and outside of the company
• Screen email correspondence, mail and telephone calls; review, route and respond to inquiries as appropriate
• Understand executive and senior leadership communication preferences
• Integrate with the IT organization, be part of the team, know everyone's name. Build awareness of IT operations, key leadership roles to better support executive schedules, priorities, etc.
• Build trusted relationships with entire Executive Admin team and be an integral member of the community, ensuring effective collaboration and cross functional scheduling and logistics are coordinated.
• Travel Management: Full travel management/planning including research options and book flights, car, hotel, passport/visa(s), entertainment/dinners and ensure all itineraries and details are added to exec calendars/schedules
• Other Responsibilities as Assigned: Complete other administrative duties or projects as needed or assigned, including but not limited to:
• Manage highly confidential and sensitive information with integrity and professionalism
• Complete expense reports and/or check requests, process invoices.
• Review Purchase Orders and track project expenses.
• Faxing, copying, FedEx, filing, order supplies, print/collate/binder,
• Coordinate with IT on printer/copier maintenance and paper supplies.
• Arrange for signatures, notaries, vendor background checks as necessary.
• Maintain distribution lists
• Create and maintain org charts
• Assist with passport and visas as needed
• Support recruiters with interview schedules
• Manage vacation schedules
• Order office supplies/equipment for org where needed
• Candidate interviews/travel if needed
• Special projects (Prepares PowerPoints, Reports, Research, Analytics etc.)
• Backfill other IT exec admins as needed

Qualifications

Skills, Experience, Education, & Training

• A minimum of 3-5 years of administrative support experience including at least 3 years' experience supporting executive level staff or related operational experience. A four-year college degree
• Maturity to manage and maintain confidential and sensitive information
• Strong communication skills, both verbal and written
• Strong judgment to make decisions on administrative tasks (i.e. scheduling, prioritization)
• Flexible "can-do" attitude with positive energy
• A keen ability to prioritize and juggle tasks and projects
• Proven dependability, reliability, and resilience
• Unrivaled organization skills
• Strong customer service professional presence
• Works well collaborating with others; "team player"
• Strong experience using the MS Office product suite including Outlook, PowerPoint, Co-pilot, Excel and Word; Claude, ChatGPT, Visio a plus
• Interactions with other administrative support staff, company executives, employees
• Collaboration with other administrative support staff
• 10% travel if requested by leaders

Additional Information

Due to the nature of our business and the role, please note that Intuitive and/or your customer(s) may require that you show current proof of vaccination against certain diseases including COVID-19. Details can vary by role.

Mandatory Notices

U.S. Export Controls Disclaimer: In accordance with the U.S. Export Administration Regulations (15 CFR §743.13(b)), some roles at Intuitive Surgical may be subject to U.S. export controls for prospective employees who are nationals from countries currently on embargo or sanctions status.

Certain information you provide as part of the application will be used for purposes of determining whether Intuitive Surgical will need to (i) obtain an export license from the U.S. Government on your behalf (note: the government's licensing process can take 3 to 6+ months) or (ii) implement a Technology Control Plan ("TCP") (note: typically adds 2 weeks to the hiring process).

For any Intuitive role subject to export controls, final offers are contingent upon obtaining an approved export license and/or an executed TCP prior to the prospective employee's start date, which may or may not be flexible, and within a timeframe that does not unreasonably impede the hiring need. If applicable, candidates will be notified and instructed on any requirements for these purposes.

Preference will be given to qualified candidates who do not reside, or plan to reside, in Alabama, Arkansas, Delaware, Florida, Indiana, Iowa, Louisiana, Maryland, Mississippi, Missouri, Oklahoma, Pennsylvania, South Carolina, or Tennessee.

This position may be filled at a different job level than listed here depending on business need and/or on the selected candidate's experience, knowledge and skills.

Compensation will be based primarily on the job level at which the role is filled and the candidate's qualifications, consistent with applicable law.

Accommodation & Accessibility Notice

We provide market-competitive compensation packages, inclusive of base pay, incentives, benefits, and equity. It would not be typical for someone to be hired at the top end of range for the role, as actual pay will be determined based on several factors, including experience, skills, and qualifications. The target compensation ranges are listed.