Sr Administrative Assistant

Intuitive; Sunnyvale (CA); On-site; USD 68,000 - 80,000; Full time

Job summary

Intuitive, a global leader in robotic-assisted surgery, is seeking an upbeat executive assistant to provide high-level support for two VP CIO staff at our Sunnyvale headquarters. You will own calendar management, arrange worldwide travel, prepare materials, and coordinate meetings and offsites, while maintaining confidentiality and a proactive, team-focused approach.

The role requires 3–5 years of admin experience, a four-year degree, and exceptional communication—ready to contribute to

Qualifications

• Minimum 3-5 years of administrative support experience.
• Experience supporting executive level staff or related operational experience.
• Four-year college degree required.

Responsibilities

• Provide calendar management for two VP executives, including scheduling internal and external meetings.
• Coordinate travel arrangements and itineraries worldwide.
• Prepare meeting materials and agendas; take notes and follow up on action items.
• Plan events and offsites; arrange logistics, venues, and catering.
• Screen emails and inquiries; maintain confidentiality and professional communication.
• Collaborate with IT and HR teams to support executive needs.
• Assist with expense reporting and vendor coordination.

Skills

Executive support

Calendar management

Travel coordination

MS Office / Google Workspace

Communication skills

Vendor coordination

Education

Bachelor's degree

Tools

MS Office Suite

Outlook

PowerPoint

Excel

Word

Zoom

ChatGPT / Claude

Job description

• Ways of Working: Set Schedule - This job will be onsite weekly, the percentage of onsite work will be defined by the leader.
• Employee Type: Employee
• Min. Salary Region 1: 58 USD
• Global Job Level (HCM): Support 5 (6)
• Min. Salary Region 2: 49 USD

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 two VP members of CIO staff at our corporate headquarters in Sunnyvale, CA.

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

Orderfood, secure locations and set up, secure equipment resources needed, coordinate hotel and transportation services.

Facilitatetransitions between contacts and greet guests as appropriate

Maintaining meeting minutes and action items follow up lists.

Relationship building and 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

Understand executive and senior leadership communication preferences

Integrate with the IT organization, be part of the team, know everyone’s name. Build awareness of IT operations, key leadership roles to better support executive schedules, priorities, etc.

Build trusted relationships with entire Executive Admin team and be an integral member of the community, ensuring effective collaboration and cross functional scheduling and logistics are coordinated.

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 with integrity and professionalism

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.

Create and maintain org charts

Assist with passport and visas as needed

Support recruiters with interview schedules

Order office supplies/equipment for org where needed

Candidate interviews/travel if needed

Backfill other IT exec admins as needed

Qualifications

Qualifications

Skills, Experience, Education, & Training:

A minimum of 3-5years of administrative support experience including at least 3 years’ experience supporting executive level staff or related operational experience. 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, Co-pilot, Excel and Word; Claude, ChatGPT, 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.

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 government’s 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 employee’sstart 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
business need and/or on the selected candidate’s experience, knowledge and skills.
Compensation will be based primarily on the job level at which the role is filled and the
candidate’s qualifications, consistent with applicable law.

Accommodation & Accessibility Notice:

Intuitive is committed to providing reasonable accommodations to qualified individuals with disabilities. If you require assistance or an accommodation during any part of the application or interview process, please contact People Services at [e-mail].

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.

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