Sr Administrative Assistant

Company Description

At Intuitive, we are united behind our mission: we believe that minimally invasive care is life-enhancing care. Through ingenuity and intelligent technology, we expand the potential of physicians to heal without constraints.

As a pioneer and market leader in robotic-assisted surgery, we strive to foster an inclusive and diverse team, committed to making a difference. For more than 25 years, we have worked with hospitals and care teams around the world to help solve some of healthcare's hardest challenges and advance what is possible.

Intuitive has been built by the efforts of great people from diverse backgrounds. We believe great ideas can come from anywhere. We strive to foster an inclusive culture built around diversity of thought and mutual respect. We lead with inclusion and empower our team members to do their best work as their most authentic selves.

Passionate people who want to make a difference drive our culture. Our team members are grounded in integrity, have a strong capacity to learn, the energy to get things done, and bring diverse, real world experiences to help us think in new ways. We actively invest in our team members to support their long-term growth so they can continue to advance our mission and achieve their highest potential.

Join a team committed to taking big leaps forward for a global community of healthcare professionals and their patients. Together, let's advance the world of minimally invasive care.

Job Description

Primary Function of Position:

As an integral part of the organization the administrative assistant will provide support to a Senior Leader, and a full range of support to the Leadership Team (LT) as appropriate.   He or she acts as a liaison between Management, customers, and operating departments to ensure high standards of the organization are met. The successful candidate will continually project a warm, competent, and professional attitude and image to all he or she comes in contact with both internally and customer facing. He or she must be proactive, resourceful, and efficient displaying a high level of professionalism and confidentiality at all times.

The administrative support will also interface with Workplace Services and Facilities teams, ensuring the site is well supported and providing any boots on the ground support that is needed.

Roles & Responsibilities:

• Provide professional administrative support to the Leadership team (assist with and coordinate travel & meeting logistics, expense reports and reimbursement, managing calendars, including making appointments and prioritizing the most sensitive matters etc.).
• Assist with generating documents for the leadership team including creation of professional-quality documents, letters, and reports; format, organize and calculate data in a spreadsheet and create presentations.
• Assist in preparation of high attendance meetings, customer visits, board meetings, tradeshows and education events, i.e. organization of conference rooms, hotels, logistics, events planning, catering, AV equipment, print material etc.
• Assist with correspondence and meeting logistics for international executive level clients and physicians.
• Assist in creating organizational charts
• Attend staff and leadership meetings in order to ensure instructions are clearly understood by all involved parties.
• Manage office supply inventory including refreshments to ensure availability of needed supplies within budget.
• Prepare monthly reconciliation of P-card purchases in accordance with purchasing policy.
• Prepare reconciliation of VP and manager Travel Reports in accordance with policy and Sunshine Act compliance.
• Support to the Leadership team with Capital Expense Requests and execution. 
• Act as point of contact for answering staffs questions
• Assist with purchase using strategic sourcing procurement platforms (e.g.  Coupa), Travel, Capital Expense and common Intuitive Surgical support systems and serve as procurement platform back-up support.
• Lead Planner for Office social events and catering services.
• Coordinate on-site and remote interviews with candidates and the leadership team
• Maintain stocking levels and organization of all company provided consumables (e.g. coffee, plasticware, condiments), and assist with coordinating replenishments with outside vendors.
• Coordinate recurring and ad-hoc meals requests (e.g. meeting lunch).
• Perform weekly reviews of janitorial and pest control records for accuracy and good documentation practices, working with those vendors to rectify any issues.
• Serve as the primary site contact for security, coordinating delivery of badges and all other site security activities.
• Serve as the primary site contact for all guests/visitor