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

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 SVP’s 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