Primary Function of Position:

As an integral part of the organization the administrative assistant will provide support to a Senior Leader, and a full range of support to the Leadership Team (LT) as appropriate.   He or she acts as a liaison between Management, customers, and operating departments to ensure high standards of the organization are met. The successful candidate will continually project a warm, competent, and professional attitude and image to all he or she comes in contact with both internally and customer facing. He or she must be proactive, resourceful, and efficient displaying a high level of professionalism and confidentiality at all times.

The administrative support will also interface with Workplace Services and Facilities teams, ensuring the site is well supported and providing any boots on the ground support that is needed.

Roles & Responsibilities:

• Provide professional administrative support to the Leadership team (assist with and coordinate travel & meeting logistics, expense reports and reimbursement, managing calendars, including making appointments and prioritizing the most sensitive matters etc.).
• Assist with generating documents for the leadership team including creation of professional-quality documents, letters, and reports; format, organize and calculate data in a spreadsheet and create presentations.
• Assist in preparation of high attendance meetings, customer visits, board meetings, tradeshows and education events, i.e. organization of conference rooms, hotels, logistics, events planning, catering, AV equipment, print material etc.
• Assist with correspondence and meeting logistics for international executive level clients and physicians.
• Assist in creating organizational charts
• Attend staff and leadership meetings in order to ensure instructions are clearly understood by all involved parties.
• Manage office supply inventory including refreshments to ensure availability of needed supplies within budget.
• Prepare monthly reconciliation of P-card purchases in accordance with purchasing policy.
• Prepare reconciliation of VP and manager Travel Reports in accordance with policy and Sunshine Act compliance.
• Support to the Leadership team with Capital Expense Requests and execution. 
• Act as point of contact for answering staffs questions
• Assist with purchase using strategic sourcing procurement platforms (e.g.  Coupa), Travel, Capital Expense and common Intuitive Surgical support systems and serve as procurement platform back-up support.
• Lead Planner for Office social events and catering services.
• Coordinate on-site and remote interviews with candidates and the leadership team
• Maintain stocking levels and organization of all company provided consumables (e.g. coffee, plasticware, condiments), and assist with coordinating replenishments with outside vendors.
• Coordinate recurring and ad-hoc meals requests (e.g. meeting lunch).
• Perform weekly reviews of janitorial and pest control records for accuracy and good documentation practices, working with those vendors to rectify any issues.
• Serve as the primary site contact for security, coordinating delivery of badges and all other site security activities.
• Serve as the primary site contact for all guests/visitors. Responsibilities include but are not limited to welcoming and greeting visitors, answering calls, creating name tags, etc.
• Serve as liaison between off-site facilities teams and site workers/contractors, communicating actions and statuses to relevant parties while ensuring the integrity of the site is maintained.
• Coordinate removal and disposal of all special types of waste (e.g. oil, E-waste, batteries).
• Submit Facilities tickets for any observed or reported issues.
• Special projects & other duties as assigned.

Skills, Experience, Education, & Training:

• Excellent organizational, interpersonal, time management, writing and communication skills.
• Demonstrated knowledge and expertise in basic computer skills including MS office products (Word, Excel, Outlook, PowerPoint).
• Exceptional attention to detail.
• Excellent customer service and hospitality acumen.
• Ability to think through and solve problems and exhibit good judgment with clients, vendors, and staff.
• Basic knowledge and understanding of the travel industry and meeting planning.
• Demonstrated knowledge of professional office procedure and etiquette.
• Adeptness to multi-task and follow up.
• Capable to work independently as well as in a team. Resourceful, proactive and creative self-starter.
• Ability to establish and maintain effective working relationships with employees and officials; ability to communicate effectively orally and in writing.
• CPR and First Aid certified preferred.
• Minimum Bachelor’s degree and minimum 5+ years of professional experience is preferred

**This position requires onsite work 4-5 days a week

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.

Intuitive is an Equal Employment Opportunity Employer. We provide equal employment opportunities to all qualified applicants and employees, and prohibit discrimination and harassment of any type, without regard to race, sex, pregnancy, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, genetic information or any other status protected under federal, state, or local applicable laws.

We will consider for employment qualified applicants with arrest and conviction records in accordance with fair chance laws.

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.

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 salary ranges are listed.