Executive Assistant

We are seeking an upbeat energetic individual to provide executive support for our CIO and two members of their team at our corporate headquarters in Sunnyvale CA.

Roles & Responsibilities:

• 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
  • Schedule meetings appointments and travel worldwide
  • Collects and provides prep in advance for exec which includes agendas objectives reports and materials.
  • Collect/produce reports as needed by VPs
• Meetings/Events/Offsites Management: Coordinate meetings events and off-sites including but not limited to:
  • Assist 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
  • Attend exec leadership meetings assist/runs meeting agenda takes action items meeting notes and meeting timekeeper
  • Ensure meeting room and Zoom are set up as planned prior to meeting ensure IT/Equipment fit meeting requirements assisting with start of meeting includes turning on equipment starting Zoom/conference call connection ensuring participants are in attendance
  • Arranging all hands meetings
  • Order food secure locations and set up secure equipment resources needed coordinate hotel and transportation services.
  • Facilitate transitions between contacts and greet guests as appropriate
  • Maintaining meeting minutes and action items follow up lists.
• Communication: Develop a solid understanding of the complex global environment and be able to credibly interact with individuals inside and outside of the company
  • Screen email correspondence mail and telephone calls; review route and respond to inquiries as appropriate
• Travel Management: Full travel management/planning including research options and book flights car hotel passport/visa(s) entertainment/dinners and ensure all itineraries and details are added to exec calendars/schedules
• Other Responsibilities as Assigned: Complete other administrative duties or projects as needed or assigned including but not limited to:
  • Manage highly confidential and sensitive information
  • Complete expense reports and/or check requests process invoices.
  • Review Purchase Orders and track project expenses.
  • Faxing copying FedEx filing order supplies print/collate/binder
  • Coordinate with IT on printer/copier maintenance and paper supplies.
  • Arrange for signatures notaries vendor background checks as necessary.
  • Maintain distribution lists
  • Create and maintain org charts
  • Assist with passport and visas as needed
  • Support recruiters with interview schedules
  • Manage vacation schedules
  • Order office supplies/equipment for org where needed
  • Candidate interviews/travel if needed
  • Special projects (Prepares PowerPoints Reports Research Analytics etc.)

Qualifications :

Qualifications

Skills Experience Education & Training:

• 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
• Maturity to manage and maintain confidential and sensitive information
• Strong communication skills both verbal and written
• Strong judgment to make decisions on administrative tasks (i.e. scheduling prioritization)
• Flexible can-do attitude with positive energy
• A keen 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
• Interactions with other administrative support staff company executives employees
• Collaboration with other administrative support staff
• 10% travel if requested by leaders

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

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. 

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.

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.

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 compensation ranges are listed.

Remote Work :

No

Employment Type :

Full-time