PEPS Administrative Assistant (temporary role until 31.12.2026)

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Intuitive is hiring a temporary Administrative Assistant in Aubonne (through 31.12.2026) to support the Professional Education team from concept to delivery of training events. The role requires collaboration with Sales, Customer Care, Medical Research, Marketing, and vendors to plan, organize and run programs, manage agendas, prepare materials, and handle document control. You’ll gain exposure to accreditation processes, training logs, certificates and tenders and participate in events to understand needs. Ideal applicants have customer-facing program coordination experience and experience in pharma, biotech or medical devices. Tip tailor your resume to highlight event coordination, compliance, budget tracking and cross functional teamwork; mention export control awareness.

Company Description

At Intuitive, we are united behind our mission: we believe that minimally invasive care is life-enhancing care. Through ingenuity and intelligent technology, we expand the potential of physicians to heal without constraints.

As a pioneer and leading company in the field of robotic-assisted surgery, we strive to foster an inclusive and diverse team, committed to making a difference. For more than 25 years, we have worked with hospitals and care teams around the world to help solve some of healthcare’s hardest challenges and advance what is possible.

Intuitive has been built by the efforts of great people from diverse backgrounds. We believe great ideas can come from anywhere—we strive to foster an inclusive culture built around diversity of thought and mutual respect. We lead with inclusion and empower our team members to do their best work as their most authentic selves.

Passionate people who want to make a difference drive our culture—our team members are grounded in integrity, have a strong capacity to learn, the energy to get things done, and bring diverse, real-world experiences to help us think in new ways. We actively invest in our team members to support their long-term growth so they can continue to advance our mission and achieve their highest potential. 

Join a team committed to taking big leaps forward for a global community of healthcare professionals and their patients. Together, let’s advance the world of minimally invasive care.

Job Description

Primary Function of Position:

The role provides administrative and logistics coordination support to the Professional Education teams to bring training events, program and meetings from concept through delivery. This role involves successful and close collaborations with a variety of stakeholders such as our Sales Force, Customer Care teams, Medical Research, Marketing, internal and external clients as well ask key vendors.

Roles and Responsibilities:

• Remotely support the Professional Education & Program Services department on administrative, compliance and training center requests.
• Attend regional and manager calls: Capture, summarize and synthetize information in a format that will be used for future development and action follow-up by the team.
• Support the organization of internal and external training events when required, new programs launch such as courses organized with surgical societies, advanced courses, masterclasses, first assistant courses.
• Coordinate Customer training events including scheduling, system moves and execution, catering, logistical details, providing materials to attendees and tracking attendance.
• Regularly participate in training events to better understand interactions and needs.
• Assist with coordination of internal European and Worldwide Sales Meetings, as needed for customer training purposes.
• Contribute to presentation and training material development as directed by department managers.
• Review, edit and proofread agendas, presentations & training material or Tenders, as well as work instructions and SOP.
• Support document submission & approval process through our document control system.
• Prepare monthly reconciliation of Purchasing Orders; monitor invoices and spending.
• Manage historical training logs and requests for certificates; manage questions regarding equivalency certificates.
• Ensure the requirements for accreditation are followed and renewed.

Qualifications

Required Knowledge, Skills, and Experience:

• Experience with customer-facing program coordination preferred
• Experience in pharmaceutical, biotech or medical device environments preferred

Additional Information

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.