Executive Assistant - VP Legal

Job description

We are seeking an Executive Assistant to provide high quality support to Legal Executives and other senior legal team members. This position will report to our VPs of Global Technology & Commercial Legal Services. The successful candidate will be a highly trusted, organized individual who exercises a great deal of discretion, and has exceptional interpersonal and multi-tasking skills. 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: Manage calendars of VPs; coordinate across executives, business partners and team members by prioritizing schedules and qualifying requests. Proactively solicit agendas and manage attendee lists.

Meeting Planning and Event Coordination

Assist in the planning and organizing of internal and external meetings, team offsites, and organizational wide meetings. Obtain briefing documents for key internal/external meetings and create briefing packets for business trips.

Correspondence/Approvals

Act as a proxy for communications and approvals as authorized. Act a as a source for general inquiries and refer routine matters to appropriate parties.

Travel

Manage complex international and domestic travel. Carefully consider and decide the optimum travel arrangements and itineraries. Process passports and visas.

Tool Management

Manage expense reports and purchase orders and become a tool champion of WD’s internal tools. Support expense, requisition, and payment workflows for the Risk Management team. Coordinate with IT support teams in advance of meetings and events to understand the best technology needed to ensure a successful outcome. In general, daily tasks are carried out at a higher level of complexity. Your job will be to problem solve, intuitively understand priorities, and plan-ahead for reoccurring events and tasks.

Qualifications

4+ years’ experience supporting at the senior management level in a public company, preferably for a legal or finance executive in high tech.

Advanced knowledge of Microsoft 365 applications

Outlook, Word, Excel, PowerPoint, Teams. Great attention to detail and the maturity to handle confidential information is a must. Intuitive problem-solver with thoughtful anticipation of deliverables. Ability to prioritize and manage complex issues. Excellent written and oral communication skills. Highly organized, resourceful, and detail oriented. Excellent time management skills. Collaborative style, team player. Propensity to learn and incorporate AI into workstreams.

Demonstrates leadership. Passionate, kind, inclusive, and ethically minded. Daily presence (Monday, Wednesday and Thursday) in office; periodically on Tuesday or Friday. California notary public is preferred.