Executive Assistant

MaintainX (An Autodesk Company)•Raleigh, NC

5d•$80,000 - $118,000•Hybrid

About The Position

MaintainX, now part of Autodesk Operations Solutions, builds a mobile-first work execution platform for industrial and frontline teams. The Executive Assistant will directly support the Head of MaintainX product within Autodesk, as well as the Chief of Staff and Director of Partnerships. The role calls for strong critical thinking and organizational skills to streamline workflows and solve varied challenges, along with a personable approach to frequent interaction with internal and external stakeholders. The position is based in MaintainX’s Miami office in a hybrid capacity, with occasional travel potentially required. The Executive Assistant will manage executive calendars and travel, prepare leaders for meetings and events, coordinate cross-functional activities, assess incoming issues, draft and proofread communications and materials, manage information and documents, process expenses, coordinate meetings and events, maintain relationships, improve operational processes, protect confidential information, and support office culture and initiatives.

Requirements

At least 5 years of experience in an Executive Assistant or high-level administrative support role.
Advanced proficiency in Google Workspace, including Gmail, Calendar, Docs, Sheets, and Slides, and other collaboration tools.
Experience working closely and efficiently with C-level executive leaders in a fast-paced global business.
Strong interpersonal, written, and oral communication skills.
Tact and sound judgment in confidential situations, with demonstrated experience interacting with executive management.
Ability and willingness to adapt to a rapidly changing business.
Effective collaboration and communication skills, including exchanging information with internal and external contacts.

Nice To Haves

Bachelor’s degree (preferred but not required).

Responsibilities

Manage complex executive calendars, prioritize competing requests, anticipate scheduling needs, resolve conflicts, and recommend scheduling actions.
Plan and coordinate domestic and international travel, including visas, transportation, lodging, on-site logistics, and related expense preparation, submission, and reconciliation.
Keep the supported leader informed about commitments, priorities, and follow-ups, and anticipate preparation needs for meetings, presentations, and conferences.
Coordinate across departments on calendars, complex activities, internal and external engagements, conferences, and strategic initiatives.
Assess, research, and triage incoming issues and inquiries, including sensitive matters, and determine appropriate responses or delegation.
Draft and proofread correspondence, memoranda, spreadsheets, charts, and presentations.
Develop presentations, distribute critical information, coordinate cross-team efforts, and maintain efficient information and document management systems.
Prepare, process, and track expense reports accurately and on time.
Plan and execute meetings, team gatherings, executive-level events, and on-site visits, managing the associated logistics.
Represent the CEO as a liaison to internal teams, cross-functional leaders, and external partners, and cultivate collaborative relationships across the organization.
Use sound judgment to plan, prioritize, and organize a diverse workload, and recommend improvements to office procedures, workflows, and best practices.
Handle sensitive, strategic, and confidential information with discretion and professionalism.
Support office-based events and executive leadership initiatives, and model company culture and values.