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.
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
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
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
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