Administrative Assistant - temporary

Administrative Assistant - 12 Month Temporary Contract

At Intuitive, 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. Our mission is our guiding force; our culture is the DNA that makes us unique.

As a pioneer in robotic-assisted surgery (RAS), we have been expanding our innovations through technology to help make a difference in the world. For 25 years, human ingenuity has guided our journey to help solve some of healthcare's complex challenges.

We believe a great idea can come from anywhere—inclusion and mutual respect are vital to our culture. We value character grounded in integrity, a strong capacity to learn, the energy to get things done, and diverse 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 strive to 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 help to advance the world of minimally invasive care.

Temporary Contract Duration: 12 months

Location:

Madrid Hybrid Model: 4 days onsite Full time

The Administrative Assistant role acts as a liaison for multiple department heads. This role focuses on providing analytical and specialized administrative support to relieve the local leadership from complex details and advanced administrative duties. This role also comes with the opportunity to network and coordinate activities across numerous departments, working closely with key leaders at all organizational levels.

This position may also be required to support facility related activities specifically to act as a deputy for the workplace services role at receptionist in case of absence.

Roles and Responsibilities:

• Oversees critical expenses such as consulting agreements, purchase orders, invoices and expense reports
• Supports in on-boarding of Administrative Coordinator and Administrative Assistant positions
• Coordinates and arranges country events (customer events are managed by marketing) such as kick off and mid-year meetings using internal resources; hires external vendors as needed and maintains calendar of events for the site and country
• Arranges departmental meetings for sales and the site such as All Hands meetings and events
• Manages extensive executive travel arrangements for VP level roles including airfare, lodging, transportation, passport/visa(s), itineraries, and additional travel needs
• Reviews travel approvals and exceptions on behalf of executive
• 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
• May attend additional functional and leadership meetings as needed to assist with meeting agenda and meeting notes
• Manages executive call routing and messages
• Registers executive for conferences and events, including gathering and preparing materials
• Supports executive administrative needs in budget planning process
• May schedule candidate interviews and candidate travel as needed in coordination with the HR department
• Obtains signatures on documents for executives
• Represents department in meetings with administrative personnel
• Greets external guests and escorts guests to executive meetings in coordination with the reception and workplace services team
• Orders office supplies and equipment for department as needed
• Supports department in shipping and mail distribution
• Participates in special projects that include additional research and preparing presentations
• Leads and organizes departmental projects and other complex assignments
• Covers for reception during absences and vacation

• High school diploma, secondary education, vocational training or equivalent required
• Minimum of 4 - 6 years of related experience required in an international company
• Advanced written and verbal communication skills…