Executive Assistant

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.

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