Executive Assistant

Company Description

It started with a simple idea: what if surgery could be less invasive and recovery less painful? Nearly 30 years later, that question still fuels everything we do at Intuitive. As a global leader in robotic-assisted surgery and minimally invasive care , our technologies—like the da Vinci surgical system and Ion —have transformed how care is delivered for millions of patients worldwide. We’re a team of engineers, clinicians, and innovators united by one purpose: to make surgery smarter, safer, and more human. Every day, our work helps care teams perform with greater precision and patients recover faster, improving outcomes around the world. The problems we solve demand creativity, rigor, and collaboration. The work is challenging, but deeply meaningful—because every improvement we make has the potential to change a life. If you’re ready to contribute to something bigger than yourself and help transform the future of healthcare , you’ll find your purpose here.

Job Description

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