Administrative Assistant - 12 month temporary contract
Temporary Contract – 12 months – Madrid – Hybrid Model: 4 days onsite – Full time.
The Administrative Assistant acts as a liaison for multiple department heads, providing analytical and specialized administrative support to relieve local leadership from complex details and advanced administrative duties. The role also supports facility‑related activities, acting as deputy for the workplace services role at receptionist in case of absence.
Roles and Responsibilities
* Oversee critical expenses such as consulting agreements, purchase orders, invoices and expense reports.
* Support onboarding of Administrative Coordinator and Administrative Assistant positions.
* Coordinate and arrange country events (e.g., kick‑off and mid‑year meetings) using internal resources; hire external vendors as needed and maintain calendar of events for the site and country.
* Arrange departmental meetings for sales and the site such as All Hands meetings and events.
* Manage extensive executive travel arrangements for VP‑level roles including airfare, lodging, transportation, passport/visa(s), itineraries and additional travel needs.
* Review travel approvals and exceptions on behalf of executive.
* Manage executive calendar, including scheduling and accepting all meetings and maintaining calendar.
* Prepare items for executive meetings including creating presentations, gathering materials, preparing agendas, coordinating with Facilities and IT for room set up, and taking meeting notes.
* Attend additional functional and leadership meetings as needed to assist with meeting agenda and meeting notes.
* Manage executive call routing and messages.
* Register executive for conferences and events, including gathering and preparing materials.
* Support executive administrative needs in budget planning process.
* Schedule candidate interviews and candidate travel as needed in coordination with the HR department.
* Obtain signatures on documents for executives.
* Represent department in meetings with administrative personnel.
* Greet external guests and escort guests to executive meetings in coordination with the reception and workplace services team.
* Order office supplies and equipment for department as needed.
* Support department in shipping and mail distribution.
* Participate in special projects that include additional research and preparing presentations.
* Lead and organize departmental projects and other complex assignments.
* Cover for reception during absences and vacation.
Qualifications
* 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 in English and Spanish.
* Advanced networking and influencing skills among 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.
* High autonomy and discretion.
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.
U.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.
For 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.
This position may be filled at a different job level than listed here depending on business need and/or on the selected candidate’s experience, knowledge and skills. Compensation will be based primarily on the job level at which the role is filled and the candidate’s qualifications, consistent with applicable law.
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