Executive Assistant to Procurement Vice Presidents

Job Description

The Executive Assistant will serve as an essential partner to our leadership team. You’ll support and assist the VP of Digital Transformation and Operations and the VP of Indirect Procurement, managing everything from email, calendar, spreadsheets, onboarding and travel arrangements to running special projects over time. This highly organized, endlessly resourceful person will ensure the team operates at its best, ensuring nothing falls through the cracks.

The ideal candidate is being proactive and always taking initiative, focused, organized, and innovative. We’re seeking someone who’s eager to be flexible and available and thrives in a fast-paced environment. Excellent written and verbal communication skills, strong critical thinking and attention to detail are equally meaningful in this role. This dynamic role will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Extensive calendar management, including prioritizing and arranging meetings, workshops, appointments and conferences in the US
• Coordinate complex logistics for travel by developing itineraries, booking domestic and international flights, arranging transportation and accommodation. Process Passports and Visas
• Provide vacation coverage for other EA’s as needed
• Coordination of staff activities such as regular one-on-ones, staff and all hands meetings, including capture and tracking of action items and follow-ups. Planning and coordination of offsite events
• Manage a wide range of administrative and executive related tasks, including drafting routine correspondence and organizing/maintaining electronic files, updating distribution lists, onboarding new hires, creating/updating organizational charts, expense approvals, creating PR/PO and coordinate AV and IT requirements for video conference
• Reconcile expenses in a timely manner adhering to WD’s global expense policies
• Anticipate needs and identify problems proactively, looking around corners for solutions and using existing resources in problem-solving
• Assist with formatting, editing and consolidation of presentations and other office documents
• Interact regularly and build relationships with executives and colleagues across various teams
• Ability to take initiative and work independently, but take direction with positive attitude

Qualifications

REQUIRED:

• Bachelor’s Degree (or equivalent work experience required) and 5+ years of experience as an assistant supporting VP-level executives
• Proficient with PC/Mac and Microsoft Office applications (Word, PowerPoint, Excel, Outlook and Teams)
• Ability to work in Milpitas and San Jose offices as needed

SKILLS:

• Proactive and energetic handling multi-priority complex issues with poise and grace
• Excellent written and oral communication skills
• Highly organized and detail-oriented
• Ability to multi-task, work independently and as part of a team
• Excellent time management skills
• Outstanding track record of performance
• Passionate, kind, inclusive, and ethically minded