Executive Assistant - DPM

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 Data & Process Management team! 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 Data & Process Management by acting as a facilitator and liaison for the team. You will work predominantly with the VP and his Chief of Staff. 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.

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

• 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 Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePoint

• Excellent oral and written English communication skills

• Team player who is results-oriented with strong interpersonal skills

• Ability travel to events or internal meetings, locally and internationally as needed

The Ideal Candidate

• You have a lot of initiative and are a self-starter. You enjoy working on complex assignments with a team or by yourself to get things done

• You enjoy working with other people—You believe that a high functioning team is critical to success. You enjoy reaching out and building productive working relationships with people across all levels and take a customer service orientation when supporting the team

• A successful multi-tasker—You know how to prioritize multiple projects and responsibilities at a single time and ensure things are done on time and within budget

• You are extremely organized—You can maintain large amounts of information in an organized way

• Adaptable—You work well in fast-paced environments, you’re a quick learner, and always ready to lend a hand

About Autodesk

Welcome to Autodesk! Amazing things are created every day with our software – from the greenest buildings and cleanest cars to the smartest factories and biggest hit movies. We help innovators turn their ideas into reality, transforming not only how things are made, but what can be made.

We take great pride in our culture here at Autodesk – it’s at the core of everything we do. Our culture guides the way we work and treat each other, informs how we connect with customers and partners, and defines how we show up in the world.

When you’re an Autodesker, you can do meaningful work that helps build a better world designed and made for all. Ready to shape the world and your future? Join us!

Benefits

From health and financial benefits to time away and everyday wellness, we give Autodeskers the best, so they can do their best work. Learn more about our benefits in the U.S. by visiting https://benefits.autodesk.com/

Equal Employment Opportunity

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.

Diversity & Belonging

We take pride in cultivating a culture of belonging where everyone can thrive. Learn more here: https://www.autodesk.com/company/diversity-and-belonging

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