Sr. Administrative Assistant 2
Intuitive Surgical
Sunnyvale, California, US
Job highlights
Qualification
Leverages administrative best practices
Responsibility
The Senior Administrative Assistant II role acts as a liaison for large department and/or multiple department heads. This role provides analytical and specialized administrative support to relieve executives and staff managers of complex details and advanced administrative duties. This role comes with the opportunity to contribute to evolving Intuitive’s administrative processes, as well as network amongst numerous organizational levels. Oversees critical expenses such a consulting agreements, purchase orders, invoices and expense reports. Manages extensive and complex executive travel arrangements including airfare, lodging, transportation, passport/visa(s), itineraries, and additional travel needs. Manages executive calendar, including scheduling and accepting all meetings and maintaining calendar. Prepares items for executive meetings including creating presentations, gathering materials, preparing agendas, coordinating with Facilities and IT for room set up and taking meeting notes. Arranges departmental meetings such as All Hands meetings and events. May attend additional functional and leadership meetings as needed to assist with meeting agendas and meeting notes. Manages executive meeting reminders and itinerary. Manages executive call routing and messages. Registers executive for conferences and events, including gathering and preparing materials. Manages executive administrative needs in budget planning process. Manages departmental org charts. May schedule candidate interviews and candidate travel as needed. Obtains signatures on documents for executives. Represents department in meetings with administrative personnel. Greets external guests and escorts guests to executive meetings. Orders office supplies and equipment for department as needed. Supports department in shipping and mail distribution. Contributes to the development of departmental concepts and techniques . Contributes to continuous administrative improvement efforts . Develops impactful and influential presentations. Leads complex projects and other special assignments of large scope
Job Description
Description
Job Description Primary Function of Position: The Senior Administrative Assistant II role acts as a liaison for large department and/or multiple department heads. This role provides analytical and specialized administrative support to relieve executives and staff managers of complex details and advanced administrative duties. This role comes with the opportunity to contribute to evolving Intuitive’s administrative processes, as well as network amongst numerous organizational levels. Roles and Responsibilities: • Oversees critical expenses such a consulting agreements, purchase orders, invoices and expense reports • Manages extensive and complex executive travel arrangements including airfare, lodging, transportation, passport/visa(s), itineraries, and additional travel needs • Manages executive calendar, including scheduling and accepting all meetings and maintaining calendar • Prepares items for executive meetings including creating presentations, gathering materials, preparing agendas, coordinating with Facilities and IT for room set up and taking meeting notes • Arranges departmental meetings such as All Hands meetings and events • May attend additional functional and leadership meetings as needed to assist with meeting agendas and meeting notes • Manages executive meeting reminders and itinerary • Manages executive call routing and messages • Registers executive for conferences and events, including gathering and preparing materials • Manages executive administrative needs in budget planning process • Manages departmental org charts • May schedule candidate interviews and candidate travel as needed • Obtains signatures on documents for executives • Represents department in meetings with administrative personnel • Greets external guests and escorts guests to executive meetings • Orders office supplies and equipment for department as needed • Supports department in shipping and mail distribution • Contributes to the development of departmental concepts and techniques • Contributes to continuous administrative improvement efforts • Leverages administrative best practices • Develops impactful and influential presentations • Leads complex projects and other special assignments of large scope