This job has expired, please see additional jobs below
Administrative Specialist
Autodesk
San Francisco, CA, United States
Job Details - this job has expired, please see similar jobs below
Administrative Specialist
Location: Osaka- Japan
Job ID: 18WD30429
Industry Research @ Autodesk
The Autodesk Industry Research team and AI + Robotics Lab within the Office of the CTO is tasked with investigating future, strategic problems and demonstrating the feasibility of technologies for the industries we serve. We develop and iterate solutions to validate our prototypes and determine if they are desired by customers and if so, assist the product teams to implement the research into the Autodesk portfolio.
Position Overview
Reporting to the Senior Director of Industry Research in the Office of the CTO with shared responsibility to support the Senior Director of AI + Robotics, the Administrative Specialist provides support to leaders in the organization by acting as a facilitator and liaison, handling details of a highly confidential and critical nature to internal and external contacts. This role requires developing an in-depth knowledge of company operations, policies, and procedures and exercising judgment and discretion to proactively address potential problems to ensure an efficiently functioning office.
Responsibilities
Coordination
• 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
• 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 expenses and generates expense reports. Monitors purchasing software system notifications and approves on behalf of executive if appropriate. Works with Accounts Payable 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
• 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
• Minimum 6+ years administrative/executive secretarial position in corporate setting
• Associate degree in Business or Secretarial Science, or equivalent experience
• Thorough knowledge of administrative practices and procedures
• In-depth knowledge of company protocol and business needs and the ability to work within a matrix organization
• Thorough knowledge of office management practices and procedures
• Exceptional follow-through and organizational abilities
• Proven ability to work at an Executive level to assess business priorities and make recommendations
• Excellent oral and written communication and interpersonal skills
• Proven and successful team player and team building skills
• In-depth knowledge and proficiency of MS Office, including Outlook, Excel, Word and PowerPoint, along with SharePoint and other modern collaboration tools
• Proven ability to manage small projects, work under pressure, and consistently make deadlines
• Able to handle sensitive information with a high degree of confidentiality
• Abundant flexibility, determination and ability to stand up to strong personalities
• Technically savvy
• Able to work in a fast-paced, ever-changing environment
• May be required to work outside of normal business hours
• May require minimal travel depending on business needs
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 artists, 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.