Administrative Assistant

The Administrative Assistant provides broad administrative duties on a day-to-day basis and provides help to the Executive Administrative Manager Executives and other Administrative Assistants as needed.

Essential Job Duties

• Provide administrative help for meetings and training as needed including room set-up materials
• Responsible for keeping the Admin Distribution lists up to date
• Ordering refreshments/meals and logistics for meetings
• Work closely with facilities to ensure conference rooms and other meeting spaces are prepared prior to use
• Coordinate travel arrangements (may include booking flights hotel and ground accommodations)
• Order Grit awards for the quarterly Operations meetings
• Create submit and manage expense reports through the concur system
• Provide data entry and project assistance to departments as assigned
• Process purchase orders expense reimbursement and check requests through Coupa
• Mailing of packages/FedEx
• Run errands and organizing administrative area
• Maintain professional appearance of designated coffee areas
• Stock fridges and snacks for meetings
• Perform clerical duties such as printing of materials copying and pick-up mail
• Responding to emails
• Help department admins as needed
• Maintain corporate calendar on Leo and Corporate calendar site
• Assist with updating Admin page on LEO
• Assist with offsite meetings and team building events
• Manage calendars and assist with scheduling meetings
• Special projects
• Assist with selecting gifts for Executive and Administrative staff birthdays  
• Assist with logistics for Admin quarterly meetings
• Assist with printing out birthday cards for SVPs monthly
• Select promotional items for Admin community
• Assist with maintaining distribution lists
• Work with facilities for meeting setup and IT for Board and Executive Meetings
• Order catering for the various Executive meetings Board meetings etc.  
• Quarterly reporting on Sunshine Act
• Update Admin contact list as needed
• Assist in ad-hoc projects or other duties as needed

Qualifications :

Required Skills and Experience

• Minimum 2 4 years of experience (or equivalent) in an administrative capacity
• Exceptional sense of professionalism
• Maintain high work ethic and confidentiality
• Have high customer service focus
• Flexible and can do attitude
• Proficient in Microsoft Windows-based applications including Word Excel PowerPoint Outlook as well as Concur and Coupa
• Self-starter with the ability to prioritize and complete projects expediently
• Effectively manage multiple tasks in a professional manner
• Effective communication skills including oral written and relational
• Effective attention to detail and ability to identify key takeaways
• Excellent organizational and attention to detail
• Solid problem solving and statistical skills
• Proven dependability
• Occasional travel (up to 15%) may be required for site visits and meetings
• This role requires working onsite in our Sunnyvale CA office 4-5 days a week

Required Education and Training

• Minimum High school diploma or equivalent

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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.

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