Executive Assistant, PDMS-Design

We are looking for a dynamic, detail-oriented, and proactive Executive Assistant to provide high-level administrative support to the VP of PDMS-Design. This role involves managing calendars, coordinating travel, tracking expenses, and supporting leadership meetings and events. The assistant will also handle departmental purchases, collaborate with outsourcing teams, and manage vendor processes, ensuring efficient team operations and focus on key priorities.

Must Have

• Manage calendars, schedule meetings, and coordinate global travel arrangements.
• Track executive expenses and generate expense reports.
• Collaborate with the leadership team to prepare agendas, meeting materials, and track action items.
• Plan and coordinate virtual and in-person events and meetings.
• Maintain email aliases, distribution lists, and shared directories.
• Serve as point person for departmental purchases, PC tracking, and asset management.
• Support executive and leadership offsites, with availability for international travel.
• Collaborate with outsourcing teams on staffing orders, contracts, and compliance.
• Raise purchase orders, verify invoices, and process payments for CW costs and expenses.
• Utilize Supplier Central portal to raise purchase orders, onboard vendors, and track approvals.
• 5-7+ years’ experience supporting senior executives in a fast-paced, multinational environment.
• Exceptional time management, organizational, and multitasking skills.
• Proficient in Microsoft Office Suite, Mac and Windows operating systems, Slack, Microsoft Teams, Microsoft SharePoint, and Copilot.
• Proficiently use AI tools and be tech savvy.
• Strong interpersonal and written/verbal communication skills in English.
• Discreet and experienced in handling sensitive and confidential information.

Good to Have

• Takes initiative and is a self-starter who thrives with minimal supervision.
• Excels at managing complex projects and delivering results both independently and collaboratively.
• Enjoys building positive working relationships across all levels and geographies.
• Highly organized, detail-driven, and capable of juggling multiple responsibilities.
• Embraces change, learns quickly, and adapts well to dynamic environments.
• Understands the value of integrity and honesty in the workplace and takes ownership of their work.

Perks & Benefits

• Health benefits
• Financial benefits
• Time away
• Everyday wellness
• Annual cash bonuses
• Stock grants

Position Overview

We are looking for a dynamic, detail-oriented, and proactive Executive Assistant to provide high-level administrative support to the VP of PDMS-Design. Additional admin support — you’ll be a key partner in helping our leaders and team operate efficiently and stay focused on what matters most. You will perform a wide range of tasks, handle details of a confident and critical nature, while using your experience to proactively address potential problems and ensure an efficiently functioning team.

This position will report to the VP, PDMS-Design, and it can be 100% remote in the U.S. or Canada, with a preference for the ET zone. Candidates are welcome to work a hybrid model, if near one of our offices.

Responsibilities

• Manage calendars, schedule meetings, and coordinate global travel arrangements
• Track executive expenses and generate expense reports. Submit expense reports in a timely manner. Understand budget timelines and deadlines
• Collaborate with the leadership team as needed to prepare agendas and meeting materials, document meeting minutes, track action items, and follow up on deliverables
• Plan and coordinate virtual and in-person events and meetings on and offsite, including preparation of meeting materials, logistics, venue, activities, and catering
• Maintain email aliases, distribution lists, and shared directories, including maintaining permissions
• Collaborate flawlessly with other executive team admins to execute on scheduling meetings and coordinate organization-wide events
• May serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management
• Support executive and leadership offsites, with availability for international travel up to 4 times per year
• Collaborate with outsourcing teams on staffing orders, contracts, and ensure local compliance
• Raise purchase orders, verify invoices, and process payments for CW costs and expenses
• Utilize Supplier Central portal to raise purchase orders, onboard vendors, and track approvals, orders, and invoices from start to finish

Minimum Qualifications

• 5-7+ years’ experience supporting senior executives in a fast-paced, multinational environment
• Exceptional time management, organizational, and multitasking skills
• Willing to adapt to a rapidly changing environment and new processes and responsibilities
• Proven ability to work under pressure, communicate effectively, and meet deadlines
• Proficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePoint and Copilot
• Not afraid of AI tools and can proficiently use them. Tech savvy
• Strong interpersonal and written/verbal communication skills in English
• Able and willing to travel to events or internal meetings, locally and internationally as required
• Due to our globally distributed team, you may occasionally work outside of normal business hours; able to work flexible schedule
• Discreet and experienced in handling sensitive and confidential information

The Ideal Candidate

• Takes initiative and is a self-starter who thrives with minimal supervision
• Excels at managing complex projects and delivering results both independently and collaboratively
• Enjoys building positive working relationships across all levels and geographies
• Highly organized, detail-driven, and capable of juggling multiple responsibilities
• Embraces change, learns quickly, and adapts well to dynamic environments
• Understands the value of integrity and honesty in the workplace and takes ownership of their work

About Autodesk Product Development and Manufacturing Solutions

Autodesk gives you the power to make anything. If you’ve ever driven a modern car, admired a towering skyscraper, used a smartphone, or watched a great film, chances are you’ve experienced something amazing that was designed and made with Autodesk software. The Autodesk Product Design and Manufacturing Solutions (PDMS) portfolio focuses on the product development lifecycle — from design and validation to production engineering, manufacturing execution, and operations. We develop the tools that help millions of professionals and students around the world design and make great products.