Administrative Assistant

Primary Function of Position: 
We are seeking an upbeat energetic individual to provide executive support for our VP and members of their team at our factory site in Batu Kawan Penang. Working under general supervision provide administrative support to the VP of Ops and the management team.
Resolves issues or problems independently referring to immediate supervisor for more complex issues. Work is reviewed for soundness of judgment and overall adequacy and accuracy. Contribution affects team/organization results. Perform assignments of moderate complexity
developing solutions to a variety of problems. Apply existing work methods and principles to different known situations. Engages in frequent use of independent judgment.

Essential Job Duties

• 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
  • Schedules meetings appointments and travel worldwide.
  • Collects and provides prep in advance for exec which includes agendas objectives reports and materials.
  • Collects/produces reports as needed by VPs.
• Meetings/Events/Offsites Management: Coordinates meetings events and off-sites including but not limited to:
  • Assists 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.
  • Attends exec leadership meetings assists/runs meeting agenda takes action items meeting notes and meeting timekeeper.
  • Ensures meeting room and Zoom are set up as planned prior to meeting ensures IT/Equipment fit meeting requirements assists with the start of meeting includes turning on equipment starts Zoom/conference call connection ensuring participants are in attendance.
  • Arranges all hands meetings.
  • Orders food secures locations and set up secures equipment resources needed coordinates accommodation and transportation services.
  • Facilitates transitions between contacts and greet guests as appropriate.
  • Maintains meeting minutes and action items follow up lists.
• Communication: Develops a solid understanding of the complex global environment and be able to credibly interact with individuals inside and outside of the company.
  • Screens email correspondence mail and telephone calls; reviews routes and responds to inquiries as appropriate.
• Travel Management: Responsible for full travel management/planning including research options and book flights car hotel passport/visa(s) entertainment/dinners and ensures all itineraries and details are added to exec calendars/schedules.
• Interacts and interfaces with visitors vendors to provide general Company information.
• Other Responsibilities as Assigned: Completes other administrative duties or projects as needed or assigned including but not limited to:
  • Manages highly confidential and sensitive information.
  • Completes expense reports and/or checks requests process invoices.
  • Reviews Purchase Orders and tracks project expenses.
  • Responsible for fax copying FedEx filing order supplies print/collate/binder.
  • Coordinates with IT on printer/copier maintenance and paper supplies.
  • Arranges for signatures notaries vendor background checks as necessary.
  • Maintains distribution lists.
  • Creates and maintains organization charts.
  • Assists with passport and visas as needed.
  • Supports interview schedules and coordinates interview/travel if needed. 
  • Manages vacation schedules.
  • Responsible for the order of office supplies/equipment for organization where needed.
  • Responsible for any special projects (Prepares PowerPoints Reports Research Analytics etc.)

Qualifications :

Required Skills and Experience 

• A minimum of 2-5 years of administrative support experience including at least 3 years experience supporting executive level staff or related experience with a four-year college degree.
• Has the maturity to manage and maintain confidential and sensitive information.
• Possess strong communication skills both verbal and written.
• Possess good judgment to make decisions on administrative tasks (i.e. scheduling prioritization).
• Possess agility with the can-do attitude with positive energy.
• Strong 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 Excel and Word; Visio a plus.
• Able to engage and collaborate with other administrative support staff company executives employees.
• Ability to travel up to approximately 10% if requested by the leadership team.

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 :

Full-time