Executive Assistant

Executive Assistant

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, Fed Ex, 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 Power Points, 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.…