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Executive Assistant
Autodesk
San Rafael, CA, United States
Job Details - this job has expired, please see similar jobs below
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Looking for a career that combines innovative technology and creativity, ultimately helping both creative and engineering types to build a better world? If so, meet Autodesk. Learn more about why Autodesk has continually ranked a top place to work by Fortune, Forbes, Glassdoor, and others: Top 7 Reasons You Should Work at Autodesk and check out what Autodesk employees are saying.
Our culture will empower you to make effective decisions, work collaboratively, and take accountability for providing world class service. And you’ll love Autodesk’s unique sabbatical program which provides eligible, full-time employees in the United States with six weeks of paid time off – every four years!
Autodesk is in the middle of a business model transformation moving away from perpetual licenses and legacy maintenance programs in favor of cloud-based solutions and subscription/term-based business models.
We are looking for a fast learner and enthusiastic Executive Assistant to join the Real Estate & Facilities team. It is a great diverse team that plays hard and works as hard.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
• Provide support to the VP and his Directs with day-to-day needs
• Manage and maintain calendars; schedule, plan, and coordinate meetings; prepare meeting materials and agendas; book conference rooms or meetings spaces and coordinate any logistics
• Make business travel arrangements, prepare itineraries, manage travel accounts, research and obtain travel visas, ensure international coverage is added to mobile devices for international travel
• Track expenses and generate reports
• Must have excellent writing skills and be capable of communicating with a diverse range of people; utilize these skills by drafting letters, emails, or assisting with presentations; review SharePoint requests, check for spelling and grammatical errors, and make modifications for best layout or adherance to current site standards
• Plan and coordinate events and offsite meetings for the larger team; track team birthdays and coordinate the occasional party (birthdays, baby showers, celebrate upcoming weddings, etc.)
• Assist in securing necessary signatures on lease agreements or other Real Estate or Facilities related contracts or documents; may also need to schedule notary
• Open PO’s and process invoices when needed
• Order office supplies as needed on behalf of staff and maintain supplies in closet (presentation folders, Kleenex, file dividers, etc.)
• Create and update master departmental calendar and ensure employees update same
• Perform clerical work such as filing, emailing mass communications, scheduling, and purchasing duties using electronic purchasing software system or procurement cards.
• May perform database data entry and maintenance tasks. Maintains accurate and timely problem tracking and resolution records.
• Required to track and submit purchase card expenses for designated offices as directed. Follow up and reconcile all discrepancy with credit card or companies.
• Coordinates technical assistance with all-hands meetings and manages coordination of same.
PERFORMANCE MEASUREMENTS
• Open communicator
• Schedule driven
• Process oriented
• Collaborative spirit
• Great listener
• Problem solver
• Highly accountable
• Detail oriented
• Self-starter
• Technology savvy
EXPERIENCE, QUALIFICATIONS & SKILLS REQUIRED
Education/Certification:
BA/BS degree preferred or equivalent work experience
Required Knowledge:
Excellent organization skills.
Detail oriented with excellent communication skills
Advanced knowledge of all MS products including MS SharePoint
Experience Required:
At least 5 years’ experience in a similar role
Skills/Abilities:
• In-depth knowledge and proficiency of MS SharePoint as well as MS Office, including Outlook, Word and PowerPoint, Skype, ZOOM, and Telepresence systems.
• Knowledge of administrative practices and procedures
• Excellent communications and interpersonal skills
• Proven ability to manage small projects, work under pressure and consistently make deadlines
• Proficient ability to use the www, intranet, and Box
• Able to handle sensitive information with a high degree of confidentiality
• Outstanding written communication skills
• Requires flexibility, negotiation, determination, and ability to work with strong personalities