The Executive Assistant reports directly to the Senior Director of Customer Success Operations. She/he will act as a facilitator and liaison for all planning and events, when necessary handling details of a highly confidential and critical nature to internal and external contacts. A deep understanding of company operations, policies, and procedures are vital to the added value this position will provide to the team. She/he would also be expected to exercise judgment in order to pro-actively address potential problems.
Work closely with line manager to manage and maintain calendar
Set up 1:1 calls, staff meetings, Strategy meetings, Leadership offsites, Quarterly Business Reviews, All Hands
Schedule, plan, and coordinate events and meetings virtually and/or offsite, including research and preparation of meeting materials
Coordinate meeting logistics including location and rates
Ensure meeting attendees have appropriate information including directions and maps
Prepare agendas, takes notes and distribute meeting minutes and presentations
May track action items and communicate status
Maintain email aliases, Team sites, slack channels, including maintaining permissions
Manage information by organizing and tracking on databases to synthesize and generate reports
Track executive expenses and generates expense reports
Monitor purchasing software system notifications and approves on behalf of executive if appropriate
Work with Accounts Payable in order to ensure department bills are paid in a timely manner
May serve as point person with Procurement for departmental purchases and open requisitions in Ariba system
Maintain confidential material related to employees and company operations. Coordinate new hire processing
Track and record performance on division or business unit goals. May track expenditures related to employee rewards programs or coordinate and compile feedback for performance reviews. Maintain organization charts. May be responsible for maintaining and updating websites, including building or redesigning pages on Sharepoint
Arrange complex business travel and manage and communicate travel itineraries. Work closely with Corporate Travel to schedule and change itineraries. May research and obtain travel visas.
Develop and maintain positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature
Manage information flow within and outside of division or business unit
May serve as liaison between corporate office(s) by disseminating key communication pieces and distributing materials
May be asked to assist the line manager’s Direct reports on an ad-hoc basis on administrative tasks.
Business proficiency in English.
Previous experience (minimum 2 – 3 years) in a professional and fast-paced working environment and in supporting multisite and international teams based in different time zones
Comfortable with working with remote based teams
Proven experience in similar administrative role reporting to senior management
Able to work independently with minimum supervision
Has strong sense of business ethics and confidentiality
Familiarity with business software such as Microsoft Office (Excel, Word, Outlook, PowerPoint) and general computer literacy
Proficiency in Microsoft Outlook email and calendar system will be highly valued
Technologically savvy on team collaboration (Sharepoint, Teams, One Drive) and communication and video conferencing technologies (Slack, Zoom)
Excellent administrative skills with attention to detail
Exceptional organizational skills with an ability to manage multiple requests and prioritize work
· Track record of managing sensitive and confidential information
· Strong communicator and able to build relationship at all levels, taking initiative.
· Must be flexible, decisive, self-motivated and proactive
· Comfortable with ambiguity and working through change while driving results
· Concentration on results and efficiency in processes
· Demonstrated motivation to learn new skills and technologies
· Ability to work outside of normal business hours depending on team project work and some travel may be required.
At Autodesk, we're building a diverse workplace and an inclusive culture to give more people the chance to imagine, design, and make a better world. Autodesk is proud to be an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender, gender identity, national origin, disability, veteran status or any other legally protected characteristic. We also consider for employment all qualified applicants regardless of criminal histories, consistent with applicable law.