Executive Assistant

Description:

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 relationships across all levels and geographies
Highly organized, detail-driven, and capable of juggling multiple responsibilities
Embraces change, learns quickly, and adapts well to dynamic environments