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Executive Assistant
Autodesk
Neuchâtel, , Switzerland
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Description
Overview:
Autodesk is a global leader in 3D design, engineering, and entertainment software, committed to helping people imagine, design, and create a better world. Autodesk is uniquely positioned to contribute by providing customers with technology, tools, training, and inspiration to design a better world for the 7 billion people living on the planet.
We are on a multi-year journey to move our technology and tools from the desktop to the cloud. This will require changing the way we develop, sell, and operate our products, and is a prerequisite for helping our customers radically improve the way their products are designed, built, and used.
The Customer Success (CS) team delivers services that help our enterprise customers implement and adopt Autodesk technologies faster and more effectively. By driving adoption within this strategic customer segment, Customer Success Services plays a major role in increasing overall adoption as well as customer loyalty and lifetime value.
The Role
The Executive Assistant reports directly to the VP of WWSS Customer Success. 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 and ensure an efficiently functioning office.
Responsibilities
• Manages and maintains calendars. Schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials. Coordinates meeting logistics including location and rates. Ensures meeting attendees have appropriate information including directions and maps. Prepares agendas, takes notes and distributes meeting minutes and presentations. 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.
• 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. May serve as liaison between corporate office(s) by disseminating key communication pieces and distributing materials.
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.
• Maintain email aliases, distribution lists and shared directories, including maintaining permissions. Manages information by organizing and tracking on databases to synthesize and generate reports.
• 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.
• 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.
• Maintains organization charts. May be responsible for maintaining and updating websites, including building or redesigning pages.
SKILLS AND EXPERIENCE REQUIRED:
• Experience on similar administrative role
• Excellent administrative skills with attention to detail
• Track record of managing sensitive and confidential information
• "hands on" approach with good organization skills and the ability to prioritize
• Familiarity with business software such as Microsoft Office (Microsoft Excel, Word, Outlook) and general computer literacy
• Great communication skills, ability to be accurate in communications
• Concentration on results and efficiency in processes
• Some experience of a professional working environment in a fast paced administration team and with cross-functional teams and supporting multisite and international teams