Executive Assistant - ME Expansion

autodesk; Dubai; On-site; AED 180,000 - 240,000; Full time

Job summary

Autodesk is seeking an experienced Executive Assistant to provide high-level administrative support to the Senior Director of Sales in EMEA Emerging. The role covers HR administration, finance coordination, contingent workforce support, and legal documentation in Dubai.

Key duties include calendar management, travel planning, event coordination, and creating presentations. Ideal candidate has 6+ years of experience, strong English communication, and willingness to travel both regionally and

Qualifications

• Bachelor's degree in business administration, HR, or related fields.
• 6+ 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, and related business applications such as Zoom, Microsoft Teams, Microsoft SharePoint
• Strong interpersonal and written/verbal communication skills in English; Arabic is a plus
• 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
• Discreet and experienced in handling sensitive and confidential information

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel arrangements
• Prepare agendas, meeting materials, minutes, and track action items
• Plan and coordinate events and meetings, including logistics and catering
• Maintain email aliases, distribution lists, and shared directories
• Coordinate organization-wide meetings and events with admin team
• Create presentations and region-wide communications; maintain organization charts
• Act as gatekeeper and contact in the Dubai office
• Utilize the AXS portal to generate salary and employment letters, renew licenses, track approvals
• Administer regional subscriptions (MEED, The Economist) including users and renewals
• Coordinate Saudi Arabia requirements: visa letters, liaise with finance/tax/facilities for zakat and certificates
• Support employment contracts with HR partner; handle confidential material
• Prepare salary letters; obtain updated salary details
• Reflect public holidays in Workday for EMEA Emerging
• Assist HR policies implementation and communicate updates
• Support benefits with employee medical insurance
• Coordinate home flight tickets with Travel Manager and Corporate Travel agency
• Raise purchase orders, verify invoices, process CW payments
• Track costs and liaise with agencies
• Serve as primary contact between Autodesk and hiring agencies
• Raise purchase orders, onboard vendors via Supplier Central, track approvals
• Renew contracts and order mobiles with policy, track devices/users

Skills

Executive support

Time management

Organization

Communication

Travel coordination

Education

Bachelor's degree in business administration, HR, or related fields

Tools

Microsoft Office Suite

Zoom

Microsoft Teams

Microsoft SharePoint

Job description

Job Requisition ID # 26WD100869

Position Overview

We are looking for a dynamic, detail-oriented, and proactive Executive Assistant to provide high-level administrative support to the Senior Director of Sales in EMEA Emerging, acting as the liaison and handling details of a confidential and important nature. This role goes beyond traditional executive support and includes responsibilities across HR administration, finance coordination, contingent workforce support, invoices and payments, office trade license and other legal documentation. You will have knowledge of standard company operations, systems, and policies. Support the EMEA-E Sales team managers and ensure efficient team operations.

Responsibilities

Executive Support:

• Manage calendars, schedule meetings, and coordinate travel arrangements
• Collaborate with the Sales and the extended teams 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
• Create presentations, region-wide communications, and maintain organization charts
• Act as a gatekeeper and point of contact in the Dubai office
• Utilize the AXS portal to generate salary and employment letters, submit audited financial statements, renew the establishment card and trade license, and track submission statuses and follow up on approvals or issues
• Administer regional subscriptions like MEED and the Economist for the team, including maintaining users lists, payments, and renewals
• Coordinate Saudi Arabia related requirements: issue visa invitation letters, liaise with finance, tax, and facilities teams regarding zakat, municipality, and other certificates

HR Administration:

• Partner with HR Business Partner to support employment contracts, maintain confidential material related to employees and company operations
• Prepare salary letters for employees as needed and ensure salary updated details are obtained from HR team
• Ensure public holidays are accurately reflected in Workday for EMEA Emerging region
• Ensure the implementation of HR policies and communicate updates to the team
• Support the benefits team with the employees' medical insurance
• Coordinate home flight tickets with the Travel Manager and Corporate Travel agency and track the cost

Contingent Workforce Management:

• 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
• Track approved costs, manage compensation updates, and liaise with hiring agencies
• Serve as the primary point of contact between Autodesk and hiring agencies

Procurement:

• Utilize Supplier Central portal to raise purchase orders, onboard vendors, and track approvals, orders, and invoices
• May serve as point person for departmental purchases, including but not limited to PC tracking, vendor management, and overall asset management
• Work closely with Du Telecommunication, Tangoe Team, and Mobile team to renew contracts, order mobile phones according to the company policy, process payments, and keep track of devices and users

Finance:

• Work with the Finance Business Partner (FBP) and Accounts Payable to ensure department bills are paid in a timely manner
• Work with FBP to track opex , assess and secure future budgets, and submit payments on time
• Support the tax team to obtain the signed finance reports and submit them as needed

Minimum Qualifications

• Bachelor's degree in business administration, HR, or related fields
• 6+ 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, and related business applications such as Zoom, Microsoft Teams, Microsoft SharePoint
• Strong interpersonal and written/verbal communication skills in English; Arabic is a plus
• 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
• 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 relationship