Executive Assistant

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.

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.

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.)

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 "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, Excel and Word; Visio a plus

Interactions with other administrative support staff, company executives, employees

Collaboration with other administrative support staff

10% travel if requested by leaders

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.

Mandatory Notices

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 employees who 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’s start 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 on

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.

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.