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Executive Assistant
Autodesk
San Francisco, CA, United States
Job Details - this job has expired, please see similar jobs below
Executive Assistant
Location: San Francisco, CA- United States
Job ID: 18WD29315
Position Overview
Support the Chief HR Officer by acting as a facilitator and liaison, handling details of a highly confidential and critical nature to internal and external contacts. Requires in-depth knowledge of company operations, policies, and procedures. Exercises judgement to pro-actively address potential problems and ensures issues are resolved as quickly as possible.
Responsibilities
Coordination Activities
• 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
• May manage executive’s email accounts, including monitoring email and responding on behalf of executive when appropriate. Prioritizes emails for follow up by executive. May direct emails to other parties for response
• Monitors phones and voicemail systems and answers or re-directs calls. 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
• 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
• Creates presentations and maintains organization charts. May be responsible for maintaining and updating websites, including building or redesigning pages
Minimum Qualifications
• 5+ years’ experience providing administrative support
• 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, Google Apps, Mac and Windows operating systems and related business applications
• 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
Preferred Qualifications
• Experience supporting C-Suite Executive
About Autodesk
With Autodesk software, you have the power to Make Anything. The future of making is here, bringing with it radical changes in the way things are designed, made, and used. It's disrupting every industry: architecture, engineering, and construction; manufacturing; and media and entertainment. With the right knowledge and tools, this disruption is your opportunity. Our software is used by everyone - from design professionals, engineers and architects to digital scientists, students and hobbyists. We constantly explore new ways to integrate all dimensions of diversity across our employees, customers, partners, and communities. Our ultimate goal is to expand opportunities for anyone to imagine, design, and make a better world.