Executive Assistant - Entertainment & Media, Flow Studio

Position Summary

We seek a proactive, organized, and detail-focused Executive Assistant to support the Senior Director within the Entertainment & Media team, specifically for Flow Studio. This role transcends traditional administrative functions by partnering closely with leadership to optimize operational efficiency and focus on strategic priorities. The candidate will handle diverse tasks, manage confidential details, and proactively resolve potential issues to ensure smooth team functioning.

Key Responsibilities

• Oversee calendar management, organize meetings, and coordinate travel arrangements.
• Monitor executive expenses, prepare and submit reports punctually while understanding budget schedules.
• Work collaboratively with the leadership team to prepare agendas, compile meeting materials, document minutes, track action items, and follow up on deliverables.
• Organize and manage virtual and in-person meetings and events, including logistical arrangements such as venues, activities, and catering.
• Maintain email aliases, distribution groups, and shared directories with proper permission settings.
• Coordinate effectively with other executive assistants to manage scheduling and company-wide events.
• Serve as liaison for departmental purchases, including PC and asset management.
• Collaborate with outsourcing teams on staffing orders and contracts ensuring compliance with local regulations.
• Generate purchase orders, validate invoices, and process payments related to contract worker costs and expenses.
• Utilize the Supplier Central portal to handle purchase orders, vendor onboarding, and monitor approvals and invoices throughout their lifecycle.

Minimum Qualifications

• Bachelor’s degree required.
• 3 to 5 years of experience supporting senior executives in a dynamic multinational environment.
• Excellent organizational, multitasking, and time management abilities, recognizing this role does not follow a standard 9-5 schedule.
• Adaptable to rapidly changing priorities, procedures, and responsibilities.
• Ability to perform under pressure, communicate clearly, and meet tight deadlines.
• Proficient with Microsoft Office Suite, Mac and Windows OS, and collaboration tools such as Slack, Microsoft Teams, and SharePoint.
• Comfortable leveraging AI tools and technology for business efficiency.
• Strong verbal and written communication skills in English.
• Willingness and ability to travel locally and internationally for events and meetings as required.
• Occasional work outside regular business hours due to global team distribution.
• Experience handling sensitive and confidential information with discretion.

Ideal Candidate Traits

• Self-motivated and able to work independently with minimal supervision.
• Skilled in managing complex projects and achieving results individually and collaboratively.
• Adept at fostering positive relationships across all organizational levels and regions.
• Highly detail-oriented and organized with the capacity to manage various responsibilities simultaneously.
• Quick to embrace change, learn new skills, and thrive in dynamic settings.
• Demonstrates integrity, honesty, and accountability in their work.

Additional Information

Job Requisition ID: 26WD98656

Location: Toronto, Ontario, Canada

Employment Type: Full-time, Onsite

Compensation: The salary range for Canadian locations starts between $68000 and $100100 annually, dependent on experience and location. Additional compensation may include bonuses, commissions, stock awards, and benefits.

Company Culture: Autodesk prides itself on fostering an inclusive and empowering culture focused on innovation and global impact.