Office Administration Specialist

1 week ago

Decatur, Illinois, United States Intuitive Surgical Full time
Company Overview

At Intuitive Surgical, we are driven by a singular mission: to enhance lives through minimally invasive care. Our innovative technology empowers healthcare professionals to perform surgeries with greater precision and reduced invasiveness, always prioritizing patient safety.

As a leader in robotic-assisted surgery, we are committed to building a diverse and inclusive workforce that makes a meaningful impact in healthcare. For over 25 years, we have collaborated with hospitals and care teams globally to tackle some of the most pressing challenges in the industry and to expand the boundaries of what is achievable.

Our culture thrives on the contributions of individuals from varied backgrounds. We believe that the best ideas can emerge from anywhere, and we actively cultivate an environment that values diverse perspectives and mutual respect. Our team is characterized by integrity, a strong desire to learn, and a commitment to excellence.

We invite passionate individuals who are eager to make a difference to join us in advancing the field of minimally invasive care.

Position Summary

Key Responsibilities:

The Administrative Coordinator plays a crucial role in supporting the daily operations of the US Sales Leadership team. Reporting to the Manager of Administration, this position involves a variety of administrative tasks essential for maintaining organizational efficiency.

Specific Duties Include:

  • Facilitating logistical arrangements for onsite meetings and training sessions, including room setup, materials preparation, and catering services.
  • Collaborating with various departments such as Workplace Services, IT, and Facilities to ensure smooth execution of meetings and events.
  • Managing expense reports for executives using Concur, which may involve coordinating travel arrangements.
  • Coordinating offsite meetings and events, working closely with internal travel partners to optimize logistics.
  • Assisting in the planning and execution of the annual commercial meeting.
  • Processing purchase orders, honorariums, and expense reimbursements for sales and marketing teams, including vendor onboarding through Coupa.
  • Overseeing Purchasing Card transactions and preparing monthly reconciliations in compliance with company policies.
  • Performing general office duties such as mailing packages, ordering supplies, and supporting office personnel as needed.
  • Providing assistance to other department assistants as required.
  • Engaging in ad-hoc projects or additional responsibilities as necessary.
Qualifications

Required Skills and Experience:

  • A minimum of 2 years of experience in an administrative role, preferably with a focus on customer service and event coordination.
  • A Bachelor’s degree is preferred.
  • Strong commitment to confidentiality and a high work ethic.
  • Proficient knowledge of professional office practices and etiquette.
  • Excellent computer skills, particularly in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Self-motivated with the ability to prioritize tasks and manage multiple projects effectively.
  • Strong verbal and written communication skills.
  • Exceptional organizational skills and attention to detail.
  • Proficient problem-solving and analytical abilities.
Additional Information

Intuitive Surgical is an Equal Employment Opportunity Employer. We are committed to providing equal opportunities to all qualified applicants and employees, prohibiting discrimination and harassment of any kind. We will consider qualified applicants with arrest and conviction records in accordance with fair chance laws.

We offer competitive compensation packages, including base salary, incentives, benefits, and equity. Actual pay will be determined based on various factors, including experience and qualifications.

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