Executive Administrative Assistant - Human Resources

Job description

We are seeking a dynamic, driven, and organized Executive Assistant (EA) to support two HR Vice Presidents - VP, Total Rewards and VP, Talent Development & Inclusion at WD. In this role, you will be trusted to work with the highest level of confidentiality, understanding the needs of each Executive while carefully balancing relationship building across the business. You will need to be organized and innovative, while thriving in a fast-paced, globally distributed environment.

A can-do attitude and willingness to pitch in and help others is essential to your success. You will need strong attention to detail and the ability to manage competing priorities. Strong written and verbal communication skills, and the ability to maintain the utmost level of professionalism, are required at all times. The ability to take initiative and to work both independently and as part of a team is vital. Supporting Executives for a company spread across the globe, you will need to be flexible with working hours, and strong self-time management will be necessary.

Responsibilities

Calendar Management: Ensure each Executive's time is well organized and used to best support the goals of Human Resources and the broader company. Proactively identify and resolve scheduling conflicts.

Meeting Planning and Organization

Support the planning and organizing of internal and external meetings, team off-sites, leadership forums, team connects , country visits, and other key gatherings. Manage logistics from end-to-end.

General Inquiries

Serve as the first point of contact for inquiries directed to the VPs. Triage and route routine matters to appropriate parties, ensuring timely and professional responses.

Correspondence and Approvals

Act as a proxy for communications and approvals where applicable, ensuring nothing falls through the cracks while maintaining the Executives' voice and intent.

Tool Management

Manage expense reports, Statements of Work (SOWs), and Purchase Orders (POs). Develop proficiency with WD's internal tools, including Microsoft 365, Copilot, SharePoint, and other enterprise platforms.

Briefing Documents

Prepare and manage briefing documents for key internal and external meetings. Create comprehensive briefing packets for business trips, including agendas, background materials, and logistics.

Travel Management

Manage all Executive travel needs, including planning optimum travel arrangements, coordinating itineraries, and resolving travel disruptions as they arise.

Special Projects

Partner with the Executives and the broader HR team on special projects and strategic initiatives as needed.

Community Building

Build and nurture the necessary networks to further your own professional development, and to support peer administrators and the broader HR team across the business.

Qualifications

Required

Demonstrated experience supporting one or more Vice Presidents (or equivalent) at a large company.

Advanced proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, OneDrive, and SharePoint Highly organized, resourceful, and detail-oriented with the ability to manage multiple competing priorities simultaneously

• Ability to work independently and unsupervised with minimal direction Utmost integrity, discretion, and professionalism when handling sensitive and confidential information
• Excellent written and oral communication skills, with the ability to communicate clearly and concisely at all levels of the organization
• Excellent time management skills with a demonstrated ability to prioritize effectively under pressure Collaborative team player with the ability to work across multiple departments and geographies Preferred: Experience supporting HR or People functions at a global technology company
• Familiarity with AI productivity tools (e.g., Microsoft Copilot, or equivalent) Experience mentoring or guiding other administrative professionals