Executive Assistant

Direct support to the Head of the 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 ideal candidate has superior critical thinking and organizational skills and is particularly personable, as they will constantly interact with a wide range of operators, internally and externally.

Responsibilities

Oversee complex and dynamic calendar management for the leader, ensuring thoughtful prioritization of competing requests; Plan, coordinate, and supervise domestic and international travel itineraries, managing visas, transportation, lodging, and on-site logistics; Prepare, process, and track expense reports with accuracy and timeliness; Keep the leader informed of upcoming commitments, priorities, and required follow-ups; Anticipate needs for meetings, presentations, and conferences; Collaborate across departments to organize calendars and support internal and external engagements; Assess, research, and triage incoming issues and inquiries, including high-sensitivity matters; Draft polished correspondence, memoranda, spreadsheets, charts, and presentations; Develop presentations, distribute critical information, and establish information and document management systems; Plan and execute meetings, team gatherings, and executive-level events; Serve as a trusted representative of the CEO, acting as a bridge to internal teams and external partners; Recommend enhancements to office procedures, workflows, and best practices; Handle sensitive, strategic, and confidential information with discretion; Support office-based events and champion the company's culture and core values

Requirements

Bachelor's Degree (preferred but not required); 5+ years of experience in an Executive Assistant or high-level administrative support role; Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools; A track record of working closely and efficiently to support C-level executive leaders in a fast-paced global business; Strong interpersonal, written, and oral communication skills; High levels of tact and good judgement in confidential situations and proven experience of interacting with executive management; An ability and willingness to adapt to a rapidly changing business; Effective collaboration and communication skills, including information exchange with internal and external contacts

Nice to have

Bachelor's Degree