Sr. Administrative Assistant - Controlling & Commercial Solutions

Primary Function of Position

As the Sr Administrative Assistant helping the Corporate Controller organization and Commercial Solutions function we are looking for you to be an integral part of our leadership team. We are a fast-paced and agile company and an essential part of your role is to ensure we stay focused and organized in delivering on our goals. You will primarily help the VP Corporate Controller & Principal Accounting Officer and the VP of Commercial Solutions but also by extension the leadership team for these two organizations.

Roles and Responsibilities

• Effectively and proactively manage calendars to ensure we are focused on the most important priorities and goals. Ensure conflicts are resolved and that prep work is completed and that the team is ready for the important meetings.
• Schedule weekly staff meetings. Work with the team to obtain input on agenda and ensure the agenda is distributed timely. Track action items and ensure follow-ups are completed timely.
• Manage travel and related arrangements. Provide reminders and ensure readiness ahead of travel.
• Track significant team member events and milestones that warrant recognition.
• Coordinate all staff & departmental meetings. Work with team to obtain input on agenda and that meeting rooms (physical/virtual) and audio/video is ready and available as needed.
• Manage expense reimbursement submissions.
• Manage the process for obtaining quarterly goals and goal evaluations from team.
• Assist in developing presentations and team correspondence.
• Manage team vacation schedules.
• Work with finance analyst to ensure spend forecast and budget reviews are calendared and reviewed with team members consistently.
• Work with the Talent Acquisition department to ensure interviews are scheduled and arranged appropriately including ensuring that candidates are helped appropriately.

Other Responsibilities as Assigned:

Complete other administrative duties or projects as needed or assigned including but not limited to:

• Maintain team emails distribution lists.
• Manage highly confidential and delicate information.
• Create and maintain org charts.
• Assist with passport and visas as needed.
• Manage vacation schedules.
• Order office supplies/equipment for org where needed.

Qualifications :

Required Skills and Experience

• A minimum of 3 years of executive administrative assistance experience helping executive level (C-Suite) staff or related experience.
• Maturity to manage and maintain confidential and delicate information.
• Exceptional communication skills both verbal and written.
• Utilize good judgment to ensure recommendations and conflicts are resolved and made timely (e.g. scheduling prioritization and optimization of options for cost and efficiency).
• Exceptional project management skills and able to drive projects autonomously.
• Flexible curious agile and a positive can-do attitude.
• This role requires working onsite in our Sunnyvale CA office Tuesday Wednesday and Thursday every week.

Required Education and Training

• Bachelors degree or equivalent combination of education training and 3 or more years of relevant executive administrative assistance experience.

Preferred Skills and Experience

• Bachelors degree
• Proven knowledge of Outlook PowerPoint Word and Excel.
• Proven working knowledge of project management tools such as OneNote Zoom MS Teams or similar.

#LI-HYBRID #WeAreIntuitive

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.

Intuitive is an Equal 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.

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.

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 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.

Mandatory Notices

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.

Remote Work :

No

Employment Type :

Full-time