Administrative Assistant, Costa Rica Sales Hub
Autodesk Construction Solutions
AMER - Costa Rica - San Jose
hace 6 días

Position Overview

Autodesk is seeking an Administrative Assistant to support the Site Manager in San Jose, Costa Rica. In this role the Administrative Assistant will coordinate meetings and other activities for a busy sales team in San Jose.

The Administrative Assistant provides support to the Site Manager and Sales Leadership Team. The ideal candidate has experience working in a large global, highly matrixed organization with a high volume of requests.

The Administrative Assistant will have contact with company personnel at all organizational levels in this specific location.

The Administrative Assistant will work closely with the Administrative Support Person to provide project support on behalf of the Site Manager and the greater San Jose office.

COORDINATION SUPPORT

Provide meeting support for the Site Manager and Leadership Team

Prepare agendas, take notes and distribute meeting minutes and presentations

Track action items and communicate status

Facilitate manager and staff communication

Draft letters, memos and emails on behalf of the Site Manager

Create presentations and maintain organization charts

May be responsible for) maintaining and updating websites, including Microsoft Office Teams and SharePoint

Pro-actively escalate issues that need manager’s immediate attention

Develop and maintain positive working relationships with staff, internal departments and outside vendors to effectively coordinate activities and collaborate on special projects

Manage information flow within department or organization unit and communicate new corporate policies / programs that affect team members

May) serve as liaison between offices by disseminating key communication pieces and distributing materials

ADMINISTRATIVE SUPPORT

Manage and maintain calendars for the Site Manager and Leadership Team including scheduling meetings in multiple time zones

May) make business travel arrangements and manage travel itineraries

Plan and coordinate events and meetings offsite, including preparation of meeting materials

Maintain email aliases, distribution lists and shared directories

Responsible for maintaining permissions

Manage information and generate ad-hoc reports

Assist with management of departmental budget

Track purchases and generate expense reports

Ensure department POs are submitted in a timely manner

Serve as point person for departmental purchases, including but not limited to PC tracking and overall asset management

Maintain confidential material related to employees and company operations. Coordinate with HR Records to process new hire employee paperwork

Track expenditures related to employee rewards programs

Coordinate and compile feedback for performance reviews

Track and record goals on performance reviews

May) provide coaching to less senior Administrative Assistants

SITE MANAGER SUPPORT

In some locations may serve as onsite support person for Facilities / Building Management, including space management, security, and emergency contact maintenance

Coordinating with other Assistants in the company to facilitate visitors to the San Jose site

May) serve as point person for Executive visits, including agenda creation and event planning

Other ongoing activities may include shipping & receiving (incoming / outgoing) and maintaining inventory and supplies

Coordinate with the Administrative Support person on behalf of the San Jose and Site Manager

Minimum Requirements

5 + years Administrative Support Services in a highly matrixed, high volume corporate environment

Microsoft Office proficiency; Outlook, PowerPoint, Excel, Word, Teams, and Skype

Bachelor Degree (or 4-year equivalent), in Business or a related field strongly preferred

English proficiency

At Autodesk, we're building a diverse workplace and an inclusive culture to give more people the chance to imagine, design, and make a better world.

Autodesk is proud to be an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender, gender identity, national origin, disability, veteran status or any other legally protected characteristic.

We also consider for employment all qualified applicants regardless of criminal histories, consistent with applicable law.

Are you an existing contractor or consultant with Autodesk? Please search for open jobs and apply internally (not on this external site).

If you have any questions or require support, contact Autodesk Careers.

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