Executive Assistant - D&M

Job Requisition ID #

Position Overview

At Autodesk, we are obsessed with building tools for people who imagine, design, and make a better world for the 10 billion people living on our planet. Our clients make the tallest buildings in the world, innovate on new green, affordable housing for low-income communities, put rockets into space, 3d print affordable prosthetic limbs, and bring stories and experiences to life that leap off the screen and inspire the world. Helping those teams do what they do better, faster and with less negative impact on the world is the mission that pulls us all out of bed every morning.

We're on the search for an experienced Executive Assistant to join our Design & Manufacturing team (D&M)! Our team is cross functional and geographically distributed and we are responsible for developing the business strategy and marketing for Design and Manufacturing. As Executive Assistant, you'll provide administrative support to the Vice President of D&M as well as the senior staff, by acting as a facilitator and liaison for the team. You will report to the VP of D&M Industry Strategy. You will perform a wide range of tasks, handle details of a confidential and critical nature, while using your experience to proactively address potential problems and ensure an efficiently functioning team.

This role can be 100% remote, based on the West Coast.

Responsibilities

Coordination Activities

• Manages and maintains calendars. Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials. Proactively prepare agendas and meeting materials, record meeting minutes, and coordinate all meeting logistics, including working with the Autodesk special events team as needed. Ensures meeting attendees have appropriate information including directions and maps. May track action items and communicate status

• Makes business travel arrangements and manages and communicates travel itineraries. May manage travel accounts including mileage cards. Works closely with Corporate Travel to schedule and change itineraries. May research and obtain travel visas. In some cases, may travel with executive

• Work with team to arrange virtual and in person team offsites including organizing of logistics, on site amenities and activities

• Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature. Manages information flow within and outside of division or business unit

Administrative Activities

• Maintains confidential material related to employees and company operations. Coordinates new hire processing. Tracks and records performance on division or business unit goals. May track expenditures related to employee rewards programs or coordinate and compile feedback for performance reviews

• Prioritizes emails for follow up by executive. May direct emails to other parties for response. Pro-actively escalates issues that need manager's immediate attention

• May maintain email aliases, distribution lists and shared directories, including maintaining permissions. Manages information by organizing and tracking on databases to synthesize and generate reports

• Organize quarterly All Hands meeting in person and via zoom webinar

• Tracks executive expenses and generates expense reports. Monitors purchasing software system notifications and approves on behalf of executive if appropriate. Works with Accounts Payable in order to ensure department bills are paid in a timely manner. May serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management. May manage budget and departmental costs, including reclassifications as necessary

• Drafts letters, memos and emails. Responsible for general office administration tasks such as filing, copying, collating/stapling, etc. May work with Facilities department to coordinate space planning for division or business unit

• Creates presentations and maintains organization charts. May be responsible for maintaining and updating websites, including building or redesigning pages

Minimum Qualifications

• 4-6 years' experience providing administrative support for senior level executive

• Ability to work in a fast-paced work environment that requires strong multitasking skills, time management, and self-starter mentality

• Willing to adapt to rapidly changing environment and new processes and responsibilities

• Proven ability to work under pressure, communicate effectively, and meet deadlines

• Proficient in Microsoft Office