Executive Assistant

Job Description

ABOUT JOB

Our client  is seeking an experienced, flexible, and proactive Executive Assistant.

The ideal candidate will be comfortable with ambiguity, have the confidence to ask questions when needed, and work collaboratively with Chiefs of Staff and other Executive Assistants across the Platform Services and Emerging Technologies Division. A strong sense of urgency, ability to prioritize, and the ability to shift focus frequently are needed. Experience with AI tools is a plus, as is experience working with Developers and Engineers.

Responsibilities

• This position requires heavy calendar management
• You will own and actively manage executives’ calendars
• In this role you will manage the executives’ travel, and work closely with team members to coordinate team offsite meetings, take on projects as needed and be the first point of contact for external customers, partners, vendors and internal stakeholders
• You will be called upon to solve problems with urgency, such as scheduling last-minute meetings with senior executives, rescheduling meetings with short notice, and handling travel issues if or when they arise
• You will initiate and track purchase orders if needed, ensuring timely processing in accordance with Autodesk procurement policies and budget guidelines

Minimum Qualifications

• 6+ years’ experience supporting senior executives in a fast-paced, multinational environment
• Exceptional time management, organizational, and multitasking skills
• Excellent interpersonal skills
• Proactive and showing initiative
• Detail oriented
• Proficient in Microsoft Office tools, especially SharePoint, PowerPoint, Teams, One Note, Word, and Excel
• Proficient in heavy calendar management across multiple time zones, including helping manage calendars for VP as well as their senior staff when needed.
• Proficient in planning and managing international travel, including air, train and car transportation, visas, and hotels including expense report management and submission adhering to all travel policies
• Project and event management experience

Preferred Qualifications

• You are comfortable working with senior leaders and a wide array of external partners
• You are a thoughtful gatekeeper, able to gracefully say no to senior leaders and others to protect the executive’s time when needed
• You have experience with collaboration, quality, details and structure
• You have experience with AI tools like Claude, ChatGPT, etc.
• You are a communications wizard, able to be clear, concise, and convincing in both written and spoken communications
• You are comfortable working independently to determine methods and procedures on new assignments seeking clarity when an obstacle is in your way
• You are Trustworthy, Collaborative, Accountable & Flexible
• You are a problem solver, willing to jump in when needed to fix problems, including outside of office hours on rare occasions