Executive Assistant

MaintainX; Raleigh (NC); Hybrid; USD 70.000 - 110.000; Vollzeit

Zusammenfassung

MaintainX, a leading mobile-first work execution platform, seeks an Executive Assistant to support the Head of MaintainX within Autodesk, the Chief of Staff, and the Director of Partnerships. This hybrid Miami-based role involves close collaboration with executives and cross‑functional teams.

The ideal candidate will be highly organized, capable of proactive calendar management, travel planning, and polished communication, with experience supporting C-level leaders in a fast-paced, global

Qualifikationen

• Oversee complex calendar management for executives with proactive prioritization.
• Coordinate domestic and international travel itineraries and related logistics.
• Prepare correspondence, memoranda, spreadsheets, charts, and presentations with high accuracy.

Aufgaben

• Oversee complex and dynamic calendar management for our leader, ensuring prioritization of competing requests.
• Plan, coordinate, and supervise domestic and international travel itineraries; manage visas, lodging, and expenses.
• Keep executives informed of commitments and follow-ups; anticipate needs for meetings and presentations.
• Collaborate across departments to organize calendars and coordinate engagements and events.
• Assess, research, and triage inquiries and issues, determining action or delegation.
• Draft polished correspondence and presentations, maintaining high editorial standards.
• Develop compelling presentations and manage information/document systems.
• Prepare, process, and track expense reports.
• Plan and execute executive-level meetings and events with attention to detail.
• Serve as a liaison to internal teams and external partners; foster collaboration.
• Suggest improvements to office procedures and workflows for efficiency.
• Uphold discretion and confidentiality in handling sensitive information.
• Support office-based events and champion company culture.

Kenntnisse

Calendar management

Executive support

Cross-functional coordination

Travel coordination

Communication

G Suite

Proactive prioritization

Ausbildung

Bachelor’s Degree (preferred)

Tools

Google Workspace

Gmail

Calendar

Docs

Sheets

Slides

Jobbeschreibung

MaintainX is a leading mobile-first work execution platform for industrial and frontline teams. More than 13,000 customers, including Duracell, McDonald's, Shell, DHL and Volvo, use MaintainX to cut unplanned downtime and run better operations, across 13.9 million managed assets and 79.5 million completed work orders.

In August 2026 MaintainX became part of Autodesk, joining Autodesk Operations Solutions, the organization unifying Autodesk's operations platform alongside Tandem, FlexSim and Fusion Operations. Autodesk's strategy is to converge design, make and operate into one continuous lifecycle: design an asset, build it, run it, then feed what you learn running it back into the next design. Autodesk had design and make. Operate is the phase that tells you what actually happened, and it is ours.

Our Executive Assistant will provide direct support to the Head of the MaintainX product within Autodesk, as well as the Chief of Staff, and our Director of Partnerships.

The ideal candidate will have superior critical thinking and organizational skills to streamline workflows and solve a wide variety of challenges. They will also be particularly personable, as they will constantly interact with a wide range of operators, internally and externally.

This role will be based in the MaintainX Miami office in a hybrid capacity, along with occasional travel potentially required.

What you'll do:

Executive Calendar Leadership:

• Oversee complex and dynamic calendar management for our leader, ensuring the thoughtful prioritization of competing requests. Proactively anticipate scheduling needs, resolve conflicts with sound judgment, and provide strategic recommendations that support seamless daily operations.

Global Travel & Logistics Management:

• Plan, coordinate, and supervise intricate domestic and international travel itineraries. Manage visas, transportation, lodging, and on-site logistics. Ensure timely and accurate preparation, submission, and reconciliation of all travel-related expenses.

Executive Preparedness & Communication Flow:

• Keep our leader fully informed of upcoming commitments, priorities, and required follow-ups. Anticipate needs in advance of meetings, presentations, and conferences to ensure optimal preparation and flawless execution.

Cross-Functional Coordination:

• Collaborate across departments to organize calendars, orchestrate complex activities, and support internal and external engagements, conferences, and strategic initiatives.

Issue Management & Prioritization:

• Assess, research, and triage incoming issues and inquiries—including high-sensitivity matters—determining the appropriate course of action, response, or delegation.

Professional Correspondence & Documentation:

• Draft polished correspondence, memoranda, spreadsheets, charts, and presentations. Maintain a high standard of accuracy through diligent proofreading and editorial judgment.

Presentation & Information Management:

• Develop compelling presentations, distribute critical information, and coordinate cross-team efforts as needed. Establish and maintain efficient information and document management systems.

Financial Administration:

• Prepare, process, and track expense reports with accuracy and timeliness.

Event & Meeting Coordination:

• Plan and execute meetings, team gatherings, and executive-level events with precision, creativity, and attention to detail. Manage on-site visits and ensure all logistics are executed flawlessly.

Liaison & Relationship Management:

• Serve as a trusted representative of the CEO, acting as a bridge to internal teams, cross-functional leaders, and external partners. Cultivate strong, collaborative relationships across all levels of the organization.

Operational Excellence:

• Exercise sound judgment in planning, prioritizing, and organizing a diverse workload. Recommend enhancements to office procedures, workflows, and best practices to improve efficiency and effectiveness.

Confidentiality & Compliance:

• Uphold the highest standards of discretion and professionalism when handling sensitive, strategic, and confidential information.

Office & Cultural Stewardship:

• Support office-based events and initiatives involving executive leadership. Champion and model the company’s culture and core values in all interactions, fostering a positive and high-performing environment.

About you:

• 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 are required, including information exchange with internal and external contacts.

Our mission is to keep the physical world running.

Factories, fleets, hospitals and campuses stay up because the people who maintain them have tools worth using. That is what we build.

Compensation and benefits.

Base pay is one part of the package. Depending on the role, compensation may also include commission, an annual bonus and equity. Benefits differ by country. For roles in the United States, Autodesk’s benefits are described at benefits.autodesk.com. For roles in Canada and other countries, the plan differs on health coverage, retirement and leave, and your recruiter will walk you through it.

Belonging.

We take pride in a culture where everyone can thrive. More at autodesk.com/company/global-belonging. More on where this is going: Autodesk CEO Andrew Anagnost on building the future of connected operations, and AOS SVP Stephen Hooper on welcoming MaintainX to Autodesk.