Executive Assistant
Listed on 2026-07-13
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Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration -
Business
Office Administrator/ Coordinator, Business Administration
Executive Assistant
We are seeking a highly skilled Executive Assistant (EA) to support a Vice President. This role is a trusted partner to the VP and his collective leadership team, ensuring the smooth and effective operation of the VP's office. You will manage a complex global calendar, facilitate communication at all levels, and handle sensitive information with the highest degree of confidentiality.
The ideal candidate is proactive, detail-oriented, and able to balance approachability with excellent judgment and professionalism. You will work closely with executives across the business and maintain a strong working relationship with the Leadership Team.
Flexibility across global time zones, strong time-management skills, and the ability to operate independently in a fast-paced environment are essential.
Essential Duties & Responsibilities
Executive Support & Calendar Management
- Manage an intricate, global calendar; ensure the VP's time aligns with strategic priorities.
- Coordinate meeting logistics, agendas, materials, and follow-ups with accuracy and urgency.
- Oversee complex domestic and international travel arrangements, including itineraries, visas, and trip briefings.
Communication & Briefing Preparation
- Serve as the primary contact for the VP's office, ensuring clear, timely communication with internal teams and external partners.
- Partner with Communications to prepare briefing documents, talking points, and business trip packets.
- Triage and respond to inquiries; route routine matters to appropriate owners.
Operational & Administrative Excellence
- Manage expense reports, POs, and administrative workflows using M365, Co-Pilot, One Drive, and WD internal tools.
- Maintain organized documentation, collaboration sites, and executive workflows.
- Work effectively across WD's global EA community, establishing and maintaining strong working relationships
Required Qualifications
- 5+ years of experience as an Executive Assistant or Senior Administrative Assistant supporting VP-level or above executives
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, One Drive, One Note)
- Experience with Concur (expense management) and Workday (HR systems)
- Demonstrated ability to manage complex, multi-time-zone calendars independently
- Strong written and verbal communication skills with a high attention to detail
- Proven ability to handle confidential and sensitive information with professionalism and discretion
- Excellent organizational, prioritization, and problem-solving skills
Preferred Qualifications
- Experience supporting a VP in a global technology or Fortune 500 company
- Familiarity with Confluence, Service Now, or project management tools
- Experience with event planning and executive offsite coordination
- Bachelor's degree in Business Administration or a related field
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