Executive Assistant

MaintainX (An Autodesk Company)•Denver, CO

5d•$80,000 - $118,000•Hybrid

About The Position

MaintainX, now part of Autodesk, is hiring an Executive Assistant to provide direct support to the Head of MaintainX Product within Autodesk, the Chief of Staff, and the Director of Partnerships. The role is based in the MaintainX Miami office in a hybrid capacity, with occasional travel potentially required. The Executive Assistant will support leaders in a fast-paced global business, helping streamline workflows, address varied challenges, and interact with internal and external contacts. The role includes managing complex executive calendars; coordinating domestic and international travel and related expenses; preparing leaders for meetings and events; coordinating cross-functional activities; triaging incoming issues and inquiries; drafting and proofreading correspondence and other materials; developing presentations; maintaining information and document systems; and organizing meetings, gatherings, executive events, and on-site visits. The Executive Assistant will also serve as a liaison with internal teams, leaders, and external partners; recommend improvements to office procedures and workflows; handle sensitive information with discretion; and support office-based events and company culture. MaintainX's mission is to keep the physical world running by building tools for the people who maintain factories, fleets, hospitals, and campuses. Compensation may include base pay and, depending on the role, commission, an annual bonus, and equity. Benefits vary by country; U.S. benefits are described at benefits.autodesk.com, and a recruiter can explain plans in Canada and other countries.

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 proven 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

Oversee complex and dynamic executive calendar management, prioritize competing requests, anticipate scheduling needs, resolve conflicts, and recommend scheduling decisions.
Plan and coordinate domestic and international travel, including visas, transportation, lodging, on-site logistics, and travel expense preparation, submission, and reconciliation.
Keep the supported leader informed about commitments, priorities, and follow-ups, and prepare for meetings, presentations, and conferences.
Coordinate with 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 important information, coordinate cross-team efforts, and maintain efficient information and document management systems.
Prepare, process, and track expense reports accurately and promptly.
Plan and execute meetings, team gatherings, executive-level events, and on-site visits, managing their logistics.
Represent and serve as a liaison for executive leadership with internal teams, cross-functional leaders, and external partners, building collaborative relationships.
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 the company’s culture and core values.