Executive Assistant

About the Role

The role entails day-to-day support of two VPs and one Senior Director, as well as other senior leaders as needed. You will be responsible for managing complex calendars, coordinating travel arrangements, and preparing briefing documents for important meetings and events. With a strong sense of urgency and the ability to prioritize tasks, you will be able to navigate the dynamic environment with ease.

What You Will Do

• Manage complex calendars for senior leaders, ensuring seamless coordination across multiple time zones
• Coordinate travel arrangements, including flights, trains, and car transportation, as well as hotel bookings and expense report management
• Prepare briefing documents for important meetings and events, ensuring senior leaders are well-prepared and informed
• Provide exceptional customer service to internal and external stakeholders, including vendors, partners, and customers
• Develop and maintain relationships with key stakeholders, including Chiefs of Staff and other Executive Assistants
• Manage and coordinate team offsite meetings, ensuring successful events and outcomes
• Take on projects as needed, demonstrating proactive problem-solving and initiative
• Collaborate with team members to achieve divisional goals and objectives
• Initiate and track purchase orders, ensuring timely processing in accordance with Autodesk procurement policies and budget guidelines
• Troubleshoot and resolve issues with urgency, including scheduling last-minute meetings and handling travel-related problems

What We Are Looking For

• 6+ years of experience supporting senior executives in a fast-paced, multinational environment
• Exceptional time management, organizational, and multitasking skills
• Excellent interpersonal skills, with the ability to communicate effectively with senior leaders and stakeholders
• Proficiency in Microsoft Office tools, including SharePoint, PowerPoint, Teams, One Note, Word, and Excel
• Experience with heavy calendar management across multiple time zones
• Ability to work collaboratively with Chiefs of Staff and other Executive Assistants
• Strong sense of urgency, with the ability to prioritize tasks and manage multiple projects simultaneously
• Detail-oriented, with exceptional organizational skills
• Ability to travel globally up to 10% of the time, with a focus on US-based travel

Nice to Have

• Experience with AI tools, such as Claude or ChatGPT
• Experience working with Developers and Engineers
• Project management experience, with the ability to coordinate and manage multiple projects simultaneously
• Experience with collaboration, quality, details, and structure
• Certification in executive assistance or a related field

Benefits and Perks

• Competitive salary and benefits package
• Opportunity to work with a fast-paced, multinational company
• Flexible working arrangements, including remote work options
• Professional development opportunities, including training and certification programs
• Access to cutting-edge technology and tools
• Collaborative and dynamic work environment
• Recognition and reward programs, including bonuses and incentives

• Tip: Ensure you have a strong understanding of Microsoft Office tools, particularly Excel, as this is a key requirement for the role.
• To stand out, highlight your experience in calendar management, project coordination, and communication in your application.
• Be prepared to provide examples of your problem-solving skills and ability to work under pressure during the interview process.
• Consider creating a portfolio that showcases your executive assistance experience and skills, including any relevant certifications or training.
• When negotiating salary, research the market average for executive assistants in the US and be prepared to discuss your expectations.
• Red flag: If the company is not transparent about the role's responsibilities, expectations, or salary, it may be a sign of a poorly managed organization.