{"id":4062003,"url":"https://alion.io/job/intuitive-surgical-sr-administrative-assistant","title":"Sr Administrative Assistant","company":{"id":3128,"name":"Intuitive Surgical","domain":"intuitive.com","url":"https://alion.io/company/intuitive","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SmartRecruiters","truth_index":{"grade":"B","score":75,"open_postings":61,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":29,"computed_at":"2026-11-11T05:49:22Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Sunnyvale, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"ChatGPT","optional":false},{"name":"Claude","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-11-11T05:55:17Z","employer_posted_date":"2026-11-11","last_verified_at":"2026-11-11T09:12:14Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"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.\nWe’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.\nThe 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.\nIf you’re ready to contribute to something bigger than yourself and help transform the future of healthcare, you’ll find your purpose here.\n 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.\nRoles & Responsibilities:\nCalendar 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\nSchedule meetings, appointments and travel worldwide\n\nCollects and provides prep in advance for exec which includes agendas, objectives, reports and materials.\n\nCollect/produce reports as needed by VPs\n\nMeetings/Events/Offsites Management: Coordinate meetings, events, and off-sites including but not limited to:\nAssist in the planning process as requested - agenda prep and dissemination, Zoom set-up, scheduling, etc.\n\nPreps/provides exec with consistent meeting reminders and details for each meeting\n\nAttend exec leadership meetings - assist/runs meeting agenda, takes action items, meeting notes, and meeting timekeeper\n\nEnsure 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\n\nArranging all hands meetings\n\nOrder food, secure locations and set up, secure equipment resources needed, coordinate hotel and transportation services.\n\nFacilitate transitions between contacts and greet guests as appropriate\n\nMaintaining meeting minutes and action items follow up lists.\n\nRelationship 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\nScreen email correspondence, mail and telephone calls; review, route and respond to inquiries as appropriate\n\nUnderstand executive and senior leadership communication preferences\n\nIntegrate 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.\n\nBuild 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.\n\nTravel 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\n\nOther Responsibilities as Assigned: Complete other administrative duties or projects as needed or assigned, including but not limited to:\nManage highly confidential and sensitive information with integrity and professionalism\n\nComplete expense reports and/or check requests, process invoices.\n\nReview Purchase Orders and track project expenses.\n\nFaxing, copying, FedEx, filing, order supplies, print/collate/binder,\n\nCoordinate with IT on printer/copier maintenance and paper supplies.\n\nArrange for signatures, notaries, vendor background checks as necessary.\n\nMaintain distribution lists\n\nCreate and maintain org charts\n\nAssist with passport and visas as needed\n\nSupport recruiters with interview schedules\n\nManage vacation schedules\n\nOrder office supplies/equipment for org where needed\n\nCandidate interviews/travel if needed\n\nSpecial projects (Prepares PowerPoints, Reports, Research, Analytics etc.)\n\nBackfill other IT exec admins as needed\n\n Qualifications\nSkills, Experience, Education, & Training:\nA minimum of 3-5 years of administrative support experience including at least 3 years’ experience supporting executive level staff or related operational experience. A four-year college degree\n\nMaturity to manage and maintain confidential and sensitive information\n\nStrong communication skills, both verbal and written\n\nStrong judgment to make decisions on administrative tasks (i.e. scheduling, prioritization)\n\nFlexible \"can-do\" attitude with positive energy\n\nA keen ability to prioritize and juggle tasks and projects\n\nProven dependability, reliability, and resilience\n\nUnrivaled organization skills\n\nStrong customer service professional presence\n\nWorks well collaborating with others; \"team player\"\n\nStrong experience using the MS Office product suite including Outlook, PowerPoint, Co-pilot, Excel and Word; Claude, ChatGPT, Visio a plus\n\nInteractions with other administrative support staff, company executives, employees\n\nCollaboration with other administrative support staff\n\n10% travel if requested by leaders\n\n 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.\nIntuitive 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.\nMandatory Notices\nU.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.\nCertain 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).\nFor 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.\nWe will consider for employment qualified applicants with arrest and conviction records in accordance with fair chance laws.\nPreference 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.\nThis position may be filled at a different job level than listed here depending on\nbusiness need and/or on the selected candidate’s experience, knowledge and skills.\nCompensation will be based primarily on the job level at which the role is filled and the\ncandidate’s qualifications, consistent with applicable law.\nAccommodation & Accessibility Notice:\nIntuitive 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 .\nWe 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. 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