Administrative Assistant

Job Requisition ID #23WD68832Position OverviewAt Autodesk, we are obsessed with building tools for people who imagine, design, and make a better world for the several billion people living on our planet. Our clients make the tallest buildings in the world, innovate on new green, affordable housing for low income communities, put rockets into space, 3d print affordable prosthetic limbs, and bring stories and experiences to life that leap off the screen and inspire the world. Helping those teams do what they do better, faster and with less negative impact on the world is the mission that pulls us all out of bed every morning.We’re on the search for an experienced Administrative Assistant to join Autodesk Shanghai office. You’ll provide administrative support to Building&Infrastructure Leaders, as well as their engineering teams in Shanghai offices. 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 role will be based in our Shanghai Office.ResponsibilitiesCoordination Activities:Manages and maintains calendars, schedules, plans, and coordinates events and meetings onsite and offsite, including research and preparation of meeting materials. Coordinates meeting logistics including location and rates. Ensures meeting attendees have appropriate information including directions and maps. Prepares agendas, takes notes and distributes meeting minutes and presentations. May track action items and communicate status.Works with team to arrange virtual and in person team meetings, offsites, trainings and workshops including organizing of logistics, on site amenities and activities.Makes business travel arrangements and manages and communicates travel itineraries. Works closely with Corporate Travel to schedule and change itineraries. May research and obtain travel visas.Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature. Manages information flow within and outside of division or business unit.Administrative Activities:Maintains confidential material related to employees and company operations.Assists with management of departmental budget. Tracks purchases and generate expense reports. Ensures department bills are paid in a timely manner. Serves as point person for departmental purchases, including but not limited to PC tracking and overall asset management.Maintains email aliases, distribution lists and shared directories. Responsible for maintaining permissions. Manages information by organizing and tracking on databases to synthesize and generate reports.Serves as onsite support person for Facilities/Building Management, including space management, security, and emergency contact maintenance. Other ongoing activities may include shipping & receiving (incoming/outgoing) and maintaining inventory and supplies.Pro-actively escalates issues that need manager’s immediate attention.Qualifications3-5 years’ experience providing administrative support for executivesAbility to work in a fast-paced work environment that requires strong multitasking skills, time management, and self-starter mentalityWilling to adapt to rapidly changing environment and new processes and responsibilitiesProven ability to work under pressure, communicate effectively, and meet deadlinesProficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePointExcellent oral and written English communication skillsTeam player who is results-oriented with strong interpersonal skillsAbility to travel to events or internal meetings, locally and internationally as neededAt 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.Salary is one part of Autodesk’s competitive package. Offers are based on the candidate’s experience and geographic location. In addition to base salaries, we also have a significant emphasis on discretionary annual cash bonuses, commissions for sales roles, stock or long-term incentive cash grants, and a comprehensive benefits package.