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Department Coordinator
Autodesk
San Francisco, CA, United States
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DPE XD Department Coordinator
Location: San Francisco, CA- United States
Job ID: 18WD30708
Position Overview
A hybrid administrative and coordination role in support of the Sr. Director and leadership team of a department of 50 designers and researchers, reporting to the XD department Chief of Staff. Provide logistical support. Develop in-depth knowledge of company operations, policies, and procedures. Be the person who knows how to get things done in the enterprise. Support processes to maintain visibility and coordination of work across the team. Be heroically organized. Be polite but persistent. Keep the trains running on time.
Responsibilities
Coordination
• Schedule, plan, and execute team events and meetings onsite and offsite, including research and preparation of meeting materials
• Execute the day to day activities involved in coordination and visibility of projects and status throughout the department
• Provide coordination and logistical support for research studies. Assist with recruiting outreach and planning
• Develop and maintain positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature
Administrative
• Make business travel arrangements and manage and communicate travel itineraries May manage travel accounts including mileage cards. Work closely with Corporate Travel to schedule and change itineraries. May research and obtain travel visas In some cases, may travel with executive team
• Maintain confidential material related to employees and company operations
• Coordinate new hire processing. Develop and maintain department onboarding materials
• Track executive expenses and generate expense reports. Monitor purchasing software system notifications and approve on behalf of executive if appropriate Work with Accounts Payable in order to ensure department bills are paid in a timely manner
• Serve as point person for departmental purchases. Master enterprise systems involved in purchasing and tracking department expenses
• Work with Facilities department to coordinate space planning for division or business unit
• May be responsible for maintaining and updating department wikis and other digital properties
Minimum Qualifications
• 5+ years’ experience of administrative responsibility in a corporate or entrepreneurial setting
• Ability to work in a fast paced work environment that requires strong 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 with team coordination and/or production management
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.