Primary Function of Position:
The Senior Administrative Assistant role acts as a liaison for multiple department heads. This role focuses on providing analytical and specialized administrative support to relieve executives 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.
Roles and Responsibilities:
- Oversees critical expenses such a consulting agreements, purchase orders, invoices and expense reports
- Supports in on-boarding of Administrative Coordinator and Administrative Assistant positions
- Coordinates and arranges events using internal resources; hires external vendors as needed
- Manages extensive executive travel arrangements 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
- Arranges departmental meetings such as All Hands meetings and events
- May attend additional functional and leadership meetings as needed to assist with meeting agenda 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
- Supports executive administrative needs in budget planning process
- Prepares and maintains 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
- Participates in special projects that include additional research and preparing presentations
Leads and organizes departmental projects and other complex assignments
Skills/Job Requirements
- Minimum High school diploma, secondary education, vocational training or equivalent required
- Minimum of 4 - 6 years of related experience required
- Advanced written and verbal communication skills
- Advanced networking and influencing skills amongst key stakeholders
- Strong executive presence
- In depth ability to incorporate cultural values into existing processes
- Advanced sense of confidentiality and discretion
- Proven effectiveness interacting across organization levels
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 Employment 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.
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.
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 salary ranges are listed.
