Executive Assistant - ME Expansion

Position overview

Executive support and office coordination

• Manage calendars, schedule meetings, and coordinate travel; prepare agendas and materials, record minutes, track actions, and follow up.
• Coordinate virtual and in-person events, meetings, venues, activities, catering, and logistics.
• Maintain email aliases, distribution lists, shared directories, and permissions; coordinate with other executive assistants.
• Create presentations, regional communications, and organization charts; act as a gatekeeper and Dubai office contact.
• Use the AXS portal to generate salary and employment letters, submit audited financial statements, renew establishment cards and trade licenses, and track approvals.
• Administer subscriptions and coordinate Saudi-related invitation letters and liaison with finance, tax, and facilities teams on certificates.

HR and contingent workforce support

• Support employment contracts and confidential records, prepare salary letters, update regional public holidays in Workday, and communicate HR policy changes.
• Support employee medical insurance and coordinate home-flight tickets and related costs.
• Coordinate staffing orders, contracts, local compliance, purchase orders, invoice verification, and payments for contingent workforce costs.
• Track approved costs and compensation updates and serve as the primary contact between Autodesk and hiring agencies.

Procurement and finance

• Use Supplier Central to raise purchase orders, onboard vendors, and track approvals, orders, and invoices.
• Support departmental purchases, PC and asset tracking, vendor management, and mobile device and telecommunications contract renewals and payments.
• Work with Finance Business Partners and Accounts Payable to pay department bills, track operating expenses, plan budgets, and submit payments on time.
• Support the tax team in obtaining signed finance reports and submitting them as needed.

Minimum qualifications

• Bachelor’s degree in business administration, HR, or a related field.
• Six or more years supporting senior executives in a fast-paced, multinational environment.
• Proficiency in Microsoft Office Suite and related applications such as Zoom, Microsoft Teams, and Microsoft SharePoint.
• Strong English written and verbal communication; Arabic is a plus.
• Able and willing to travel to local and international events or meetings as required; occasional work outside normal hours may be needed.
• Discretion and experience handling sensitive and confidential information.
• Strong time management, organization, multitasking, communication, adaptability, and deadline management.

Ideal candidate

• Takes initiative and works effectively with minimal supervision.
• Manages complex projects and delivers results independently and collaboratively.
• Builds positive working relationships across levels and geographies.
• Is organized, detail-focused, adaptable, and quick to learn.

Additional role information