Administrative Assistant 3

Job Title:        Commercial Enablement Operations Specialist

Primary Function of Position:

The Operations Specialist will manage logistics and operational projects for the Commercial Enablement organization.   This role will support the Commercial Enablement department to coordinate training logistics, process improvement initiatives and administrative functions including use of learning technologies for training programs to deliver effective experiences for Intuitive employees and distributors. 

Roles and Responsibilities:

•    Develop plans for travel for attendees of Commercial Enablement programs including but not limited to: flights, hotel, transportation, VISA requirements and more.

•    Work with Travel Agency to provide seamless process for travelers, while maintaining close attention to cost

•    Proactively analyze cost and seek opportunities to reduce spend

•    Optimize attendee list process

•    Manage programs: coordinate facility logistics, forecasting, scheduling, and reserving systems / trainers, and other program support

•    Ensure adequate administrative needs for all programs

•    Effectively manage the forecasting of attendees, capacity constraints, and budget for all department needs

•    Administer training technologies to support training program delivery

•    Maintain accurate and up-to-date training records

•    Administer electronic testing platforms, run reports, and analyze data for training programs, sales meetings, etc. (e.g., Questionmark, Qstream)

•    Deliver technical instructor-led training as needed

•    Follow program manager instructions during the planning and execution of training programs

•    Assist Commercial Learning team in preparing materials, equipment, and systems for training programs

Research, identify, and compile data in meaningful ways for different audiences

Expectations:  

-    Viewed as a departmental expert in Operations with broad expertise and unique knowledge; uses skills to contribute to the development of department goals and principles and to achieve objectives in creative and effective ways

-    Possesses complete knowledge of all department procedures and may be tasked with development of new projects

-    Acts independently to determine methods and procedures on new or special assignments.

-    May supervise activities of others.

-    Demonstrates expert-level knowledge of department administration, logistics, and operations; translates best practices to new and tenured employees

-    Leverages wide-ranging experience and professional concepts to resolve complex issues in creative and effective ways aligned with company objectives

-    Provides direction to others within the department and is often sought after by various cross functional departments. Often tasked with introducing new projects to Leadership.

-    Anticipates risks and roadblocks before these occur; takes proactive steps to reduce impact

-    Effectively resolves issues or problems so that there is minimal escalation required

-    Proactively and routinely removes obstacles for the US sales and Commercial Learning teams

-    Addresses current and future opportunities and issues to ensure sustainable success

-    Effectively balances organizational, team, and individuals needs in decisions taken

-    Models ISI Individual & Leadership Expectations; influences and mentors others in the development of these skills.

Required Skills and Qualifications

Education and Experience:

•    Bachelor's degree required

•    5+ years of professional work experience in operations/administration required

Core Competencies:

•    Strong attention to detail

•    Technical proficiency with MS Office Suite

•    Ability to manage multiple projects simultaneously and deliver high-quality results

•    Team player with the ability to build productive working relationships and collaborate cross-functionally

•    Strong verbal and written communication skills

•    Strong technical knowledge and database management skills

•    LMS (Learning Management System) knowledge is a plus

•    Ability to build knowledge around software used in learning and technology