Administrative Assistant 12 month temporary contract

Temporary Contract 
Duration: 12 months 
Location: Madrid
Hybrid Model: 4 days onsite 
Full time

The Administrative Assistant role acts as a liaison for multiple department heads. This role focuses on providing analytical and specialized administrative support to relieve the local leadership from complex details and advanced administrative duties. This role also comes with the opportunity to network and coordinate activities across numerous departments working closely with key leaders at all organizational levels.

This position may also be required to support facility related activities specifically to act as a deputy for the workplace services role at receptionist in case of absence.

Roles and Responsibilities:

• Oversees critical expenses such as consulting agreements purchase orders invoices and expense reports
• Supports in on-boarding of Administrative Coordinator and Administrative Assistant positions
• Coordinates and arranges country events (customer events are managed by marketing) such as kick off and mid-year meetings using internal resources; hires external vendors as needed and maintains calendar of events for the site and country
• Arranges departmental meetings for sales and the site such as All Hands meetings and events
• Manages extensive executive travel arrangements for VP level roles including airfare lodging transportation passport/visa(s) itineraries and additional travel needs
• Reviews travel approvals and exceptions on behalf of executive
• Manages executive calendar including scheduling and accepting all meetings and maintaining calendar
• Prepares items for executive meetings including creating presentations gathering materials preparing agendas coordinating with Facilities and IT for room set up and taking meeting notes
• May attend additional functional and leadership meetings as needed to assist with meeting agenda and meeting notes
• Manages executive call routing and messages
• Registers executive for conferences and events including gathering and preparing materials
• Supports executive administrative needs in budget planning process
• May schedule candidate interviews and candidate travel as needed in coordination with the HR department
• Obtains signatures on documents for executives
• Represents department in meetings with administrative personnel
• Greets external guests and escorts guests to executive meetings in coordination with the reception and workplace services team
• Orders office supplies and equipment for department as needed
• Supports department in shipping and mail distribution
• Participates in special projects that include additional research and preparing presentations  
• Leads and organizes departmental projects and other complex assignments
• Covers for reception during absences and vacation

Qualifications :

• High school diploma secondary education vocational training or equivalent required
• Minimum of 4 - 6 years of related experience required in an international company
• Advanced written and verbal communication skills in English and Spanish
• Advanced networking and influencing skills amongst key stakeholders
• Strong executive presence
• In depth ability to incorporate cultural values into existing processes
• Advanced sense of confidentiality and discretion 
• Proven effectiveness interacting across organization levels
• High autonomy and discretion
• MS tools zoom proficiency

Additional Information :

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.

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 employeeswho 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 governments 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 employeesstart 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. 

This position may be filled at a different job level than listed here depending on
business need and/or on the selected candidates experience knowledge and skills.
Compensation will be based primarily on the job level at which the role is filled and the
candidates qualifications consistent with applicable law.

Remote Work :

No

Employment Type :

Contract