Executive Assistant

Job Description
We are seeking a seasoned Executive Assistant to partner with the Vice President of Package Technology Development and other Senior Staff in the organization. In this role, you will be a trusted advisor to work with the highest level of discretion and confidentiality understanding the priorities of the VP and other Senor Staff while balancing relationships across the various functional and business teams. You will partner closely with the Chief of Staff (CoS) and Business &
People Partner to optimize workflows, communication, and partnerships across the global team. You will participate in special projects and initiatives as needed.
The ideal candidate describes themselves as a strategic business partner and is driven, focused, organized, and innovative. We’re seeking someone who is flexible 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. A positive attitude and a team player are a must!
Essential Duties and Responsibilities
- Calendar Management:
Own the complex multi time-zone calendars of the VP and other Senior Staff;
coordinate across executives in other organizations, business partners and team members by prioritizing schedules and qualifying requests. Proactively solicit agendas and manage attendee lists.
- Meeting Planning and Event Coordination:
Assists in the planning and organizing of internal and external meetings, team offsites, and organizational wide meetings.
- Correspondence/Approvals:
Acts as a proxy for communications and approvals as authorized. Acts a as a source for general inquiries and refers routine matters to appropriate parties.
- Travel:
Manages complex international and domestic travel. Carefully considers and decides the optimum travel arrangements and itineraries. Processes passports and visas.
- Tool Management:
Manages expense reports, POs, and becomes a tool champion of WD’s internal tools. Coordinates with executive technical support teams in advance of meetings and events to understand the best technology needed to ensure a successful outcome.
- Projects:
Partners with Chief of Staff and Business &
People Partner on special projects, including researching issues, analyzing problems, and determining approach.
- Leadership:
Cascades organizational information to administrative team members. Provides support and mentorship where needed and helps identify and create avenues for development and opportunity.
- In general, daily tasks are carried out at a higher level of complexity. Leverage your administrative expertise to be two steps ahead of your executive;
your job will be to problem solve, intuitively understand priorities, and plan ahead for reoccurring events and tasks.