Executive Assistant - Supply Chain Leadership

Association of Fundraising Professionals (AFP) Silicon Valley Chapter; San Jose (CA); On-site; USD 120,000 - 160,000; Full time

Benefits offered by this job

RSU program

401(k) plan

Comprehensive benefits

Paid vacation

Employee assistance program

Job summary

Western Digital is seeking an experienced executive assistant to support two senior VPs within Global Procurement. You will manage complex calendars across time zones, coordinate domestic and international travel, prepare executive briefing materials, and maintain confidential communications.

Your role includes cross-functional coordination with Finance, Legal, Engineering, Operations, HR, and external suppliers.

Qualifications

• 7+ years of executive assistant or chief of staff-adjacent experience supporting VP-level or above in tech, manufacturing, or supply chain
• Demonstrated ability to support multiple executives with competing priorities
• Basic Microsoft Excel proficiency — pivot tables, XLOOKUP, SUMIFS, dynamic charts, formatting
• Basic PowerPoint proficiency — editing and polishing for C-suite and Board audiences
• Proficiency across Microsoft 365 — Outlook, Teams, SharePoint, Excel, PowerPoint, OneNote
• Strong written and verbal communication with executive-level polish
• Discretion and confidentiality in handling sensitive information
• Experience coordinating across global time zones (APAC, EMEA, Americas)

Responsibilities

• Own and manage complex, multi-time-zone calendars for two VPs, protecting focused work time
• Coordinate global travel, logistics, visas, itineraries, and expense reconciliation
• Prepare briefing materials, pre-reads, and agendas for leadership reviews and exec offsites
• Manage T&E reports with accuracy using Concur or WD-approved platforms
• Draft and route executive communications with clarity and tone
• Maintain confidentiality of supplier negotiations, pricing, and roadmaps
• Lead staff meeting and executive program coordination, including agendas and follow-ups
• Maintain dashboards, org charts, and SharePoint/OneDrive assets
• Onboard new team members and support HR/Finance with hires and org updates
• Produce executive-ready outputs from analytic workflows and budget tracking

Skills

Calendar management

Travel coordination

Executive communication

Discretion & confidentiality

Time-zone coordination

Budget tracking basics

Onboarding support

Tools

Excel

PowerPoint

SharePoint

Concur

MS Teams/Outlook

Job description

Company Description WD is building the infrastructure behind the AI-driven data economy.

As AI scales, so does data. Every interaction, every model, every system generates data that must be stored, managed, and made accessible over time. That’s where we come in.

We combine deep engineering expertise with global-scale manufacturing to deliver the storage systems that make AI possible, powering hyperscale data centers, cloud platforms, and enterprise infrastructure worldwide.

This isn’t theoretical work. It’s real systems, at real scale, people solving some of the hardest challenges in technology today.

We’re looking for people who want to build, solve, and operate at that level.

Join us and let’s shape the future of data.

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.

Qualifications

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

Preferred

• Experience in a supply chain, procurement, or operations organization
• Familiarity with ERP, Concur systems, and SharePoint
• Prior experience at a Fortune 500 technology or semiconductor company

Core Competencies

• Anticipation & Proactivity – Sees what’s coming and resolves issues early
• Judgment & Autonomy – Makes sound decisions independently
• Discretion & Professionalism – Handles sensitive information with trust and integrity
• Executive Communication – Communicates clearly and effectively on behalf of leadership
• Organizational Excellence – Manages competing priorities with precision and follow-through
• Adaptability – Shifts seamlessly across changing priorities

Functional Strengths

• Procurement Acumen – Understands sourcing processes and supports teams effectively
• Supplier Engagement – Manages supplier interactions with professionalism and awareness
• Program Coordination (CoE) – Runs governance cadence, tracks actions, and maintains key assets
• Relationship Building – Builds trust across teams and stakeholders

Additional Information

All your information will be kept confidential according to EEO guidelines.

Compensation & Benefits Details

• An employee’s pay position within the salary range may be based on several factors including but not limited to (1) relevant education; qualifications; certifications; and experience; (2) skills, ability, knowledge of the job; (3) performance, contribution and results; (4) geographic location; (5) shift; (6) internal and external equity; and (7) business and organizational needs.
• The salary range is what we believe to be the range of possible compensation for this role at the time of this posting. We may ultimately pay more or less than the posted range and this range is only applicable for jobs to be performed in California, Colorado, New York or remote jobs that can be performed in California, Colorado and New York. This range may be modified in the future.
• If your position is non-exempt, you are eligible for overtime pay pursuant to company policy and applicable laws. You may also be eligible for shift differential pay, depending on the shift to which you are assigned.
• You will be eligible to be considered for bonuses under either WD’s Short Term Incentive Plan (“STI Plan”) or the Sales Incentive Plan (“SIP”) which provides incentive awards based on Company and individual performance, depending on your role and your performance. You may be eligible to participate in our annual Long-Term Incentive (LTI) program, which consists of restricted stock units (RSUs) or cash equivalents, pursuant to the terms of the LTI plan. Please note that not all roles are eligible to participate in the LTI program, and not all roles are eligible for equity under the LTI plan. RSU awards are also available to eligible new hires, subject to WD'S Standard Terms and Conditions for Restricted Stock Unit Awards.
• We offer a comprehensive package of benefits including paid vacation time; paid sick leave; medical/dental/vision insurance; life, accident and disability insurance; tax-advantaged flexible spending and health savings accounts; employee assistance program; other voluntary benefit programs such as supplemental life and AD&D, legal plan, pet insurance, critical illness, accident and hospital indemnity; tuition reimbursement; transit; the Applause Program; employee stock purchase plan; and the WD Savings 401(k) Plan.
• Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, benefits, or any other form of compensation and benefits that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.

Notice To Candidates

Please be aware that WD and its subsidiaries will never request payment as a condition for applying for a position or receiving an offer of employment. Should you encounter any such requests, please report it immediately to WD Ethics Helpline or email [e-mail].