Executive Assistant - Supply Chain Leadership

Job description

About the Role This is a high-impact, highly visible executive support role embedded within Western Digital's Global Procurement organization. You will serve as the operational backbone for two senior Vice Presidents — enabling them to move fast, stay organized, and lead effectively across a globally distributed supply chain organization. This role goes beyond traditional administrative support: you will be a trusted partner who anticipates needs, drives operational cadence, and acts as a force multiplier across the team. Key Responsibilities Executive Operations & Calendar Management • Own and manage complex, multi-time-zone calendars for two VPs — proactively resolving conflicts, prioritizing meetings, and protecting focused work time • Coordinate global travel (domestic and international), including logistics, visas, itineraries, and expense reconciliation in alignment with WD Travel Policy • Prepare briefing materials, pre-reads, and agendas for leadership reviews, staff meetings, and executive offsites • Manage and reconcile T&E reports with accuracy and timeliness using Concur or equivalent WD-approved platforms Strategic Communication & Correspondence • Draft, edit, and route executive communications — emails, memos, talking points, and announcements — with a high bar for clarity and tone • Support communication between the VPs and internal stakeholders (Finance, Legal, Engineering, Operations, HR) and external partners including suppliers and ODMs • Proactively manage VP inboxes, flag time-sensitive items, and own actions item follow-through—escalating only what requires executive attention. • Maintain confidentiality of sensitive business information including supplier negotiations, pricing, and strategic roadmaps • Serve as a credible and professional representative of the VP office in all stakeholder interactions—internal and external. Meeting & Program Coordination • Maintain a forward-looking view of the leadership calendar to anticipate preparation needs—briefing, materials, and logistics — 2-4 weeks in advance. • Lead end-to-end coordination of staff meetings, All Hands, QBRs (Quarterly Business Reviews), and Executive Business Reviews (EBRs), Supplier forums - including agenda design, logistics, AV/video conferencing setup, and follow-up tracking • Track action items and decisions from meetings; hold owners accountable to deadlines • Coordinate cross-functional working sessions with teams across APAC, EMEA, and Americas, navigating global time zones effectively Operational & Project Support • Maintain dashboards, org charts, distribution lists; ensure accuracy and timely updates across both VP organizations. • Own the development, structure, and ongoing management of the team’s SharePoint sites and OneDrive -- including site architecture, content auditing, file governance, and access controls. • Support onboarding of new team members — system access, introductions, equipment coordination with IT • Support analytical workflows — compile data from multiple sources, and package into clean, executive-ready outputs • Track department budget, POs, and vendor invoices for internal purchases; coordinate with Finance for approvals and accruals • Maintain headcount tracking for both VP organizations; coordinate with HR and Finance on open roles, new hire status, and org updates. • Review and proof all outgoing materials for accuracy, grammar, formatting, and tone before distribution • Maintain a library of reusable slide templates, charts, and standard frameworks aligned to WD brand guidelines Presentation & Document Excellence • Apply a strong editorial eye to presentations: fix structure, tighten messaging, improve visual hierarchy, and ensure data is displayed clearly and accurately • Build and refine executive-level PowerPoint presentations for C-suite reviews, Board prep, and supply chain leadership summits — including slide design, visual consistency, data storytelling, and message flow • Ensure all materials produced by the team meet an executive-ready standard before distribution — owning quality control as a standard responsibility. • Produce and maintain Excel workbooks for department budget tracking, headcount tracking, including use of pivot tables, VLOOKUP/XLOOKUP, conditional formatting, and charts Culture & Team Engagement • Drive team engagement activities, recognition programs, and milestone celebrations • Plan and execute team offsites, summits, and leadership workshops — including venue, budget management, agenda, and logistics • Foster an inclusive and connected team culture across a geographically distributed organization • Partnering with HR and leadership to support employee recognitions, team milestones, and morale initiatives across globally distributed workforce. • Serve as a culture ambassador for the SC CoE and Direct Materials Procurement organizations—modeling inclusion, collaboration, and high standards in every interaction. Required • 7+ years of executive assistant or chief of staff-adjacent experience supporting VP-level or above in a technology, manufacturing, or supply chain environment • Demonstrated ability to support multiple executives simultaneously with competing priorities • Basic Microsoft Excel proficiency — pivot tables, XLOOKUP, SUMIFS, dynamic charts, conditional formatting, and workbook structuring for executive reporting • Basic Microsoft PowerPoint proficiency — ability to review, edit, and presentation polish for C-suite and Board-level audiences • Proficiency across the full Microsoft 365 suite — Outlook, Teams, SharePoint, Excel, PowerPoint, OneNote • Strong written and verbal communication skills with executive-level polish • Proven track record of discretion and confidentiality in handling sensitive business, personnel, and commercial information • Experience coordinating across global time zones (APAC, EMEA, Americas) • Self-directed — comfortable operating with minimal supervision in a fast-paced, ambiguous environment Prefe