Administrative Assistant

Roles and Responsibilities:

Ensure proctor contract creation and renewal

• Initiate requests in EU HCP engage for new proctor contracts
• Verify all required documentation is provided in the system for seamless contract creation or renewal
• Partner with sales representatives and marketing managers to collect required documentation and maintain up-to-date information
• Stay current on all process changes related to contract creation or renewal
• Maintain comprehensive files documenting all information, steps, and renewal timelines for ongoing contracts
• Schedule regular compliance meetings to monitor ongoing files, minimize delays, and maintain current file information

Facilitate contract creation and administrative activities for specific 3rd party events including Academic programs and Curriculum in partnership with scientific societies

• Agreements and Compliance:
  Develop sponsoring agreements, educational grants, and conventions. Submit and coordinate these with Compliance and Legal teams.
• Program Coordination:
  Collaborate with Marketing Managers to facilitate curriculum development and the organization of academic programs. Verify participant completion of prerequisites and ensure proper follow-up and equivalency certification upon program completion.
• Resource and Event Management:
  Reserve resources with the training team (venues, da Vinci systems, trainers, demonstration models). Communicate with the dedicated sales and customer team to ensure smooth organization of academic programs on site.

General administrative tasks: 

• Order and coordinate shipment of marketing material, documentation, ISO
• Ensure coordination of the simnow float
  • Check if signed contracts and acceptance letters are uploaded completely and correctly
  • Ensure materials are functional
  • Keep background information up to date (e.g., Sales Reps.) as well as contract templates
  • Main point of contact to assist sales teams and collect feedback/questions

Required Knowledge, Skills, and Experience:

• High school diploma/Secondary Education or equivalent; or equivalent experience in marketing 
• Minimum 3 years’ experience in an admin role such as executive assistant, marketing, preferably acquired in the medical device industry and in an international fast paced and changing environment (good understanding of Healthcare laws and regulations strongly preferred)
• Languages (spoken and written): fluency in French and English (Dutch is a plus)
• Excellent interpersonal, verbal and written skills coupled with ability to interact with a variety of departments and customers (marketing, sales, market access, legal/compliance roles, and healthcare professionals)
• Strong organizational skills and ability to work in a team and matrix environment providing cross- functional support
• A keen ability to coordinate projects, organizing, prioritizing and coping with various tasks.
• Flexible and reliable, and strong attention to details
• Strong knowledge of all MS Office product suite
• Travel up to 20% required
• Location : OnSite - office based

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.

Certain 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).  

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.