Administrative Assistant

Administrative Assistant

This Administrative Assistant role is a key member of WD's Rochester site team, providing essential support to multiple Senior Leaders and contributing to the smooth day-to-day operations of one of WD's most critical quality organizations. This role requires a highly organized, proactive professional who takes initiative, works independently, and consistently delivers a high standard of service to the leaders and team members they support. The ideal candidate brings strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a dynamic, fast-paced environment.

Essential Duties and Responsibilities:

Executive & Leadership Support

• Manage complex calendars for multiple Senior Leaders, proactively identifying and resolving scheduling conflicts
• Coordinate domestic and international travel arrangements for Rochester leadership and team members in accordance with company travel policies, using corporate travel management systems
• Assist team members with corporate expense reporting, providing guidance on policy compliance and troubleshooting issues as needed
• Support procurement activities using corporate procurement systems, including placing orders, tracking deliveries, and distributing packages
• Assist with book and training material orders in support of team professional development activities
• Provide backup administrative support for fellow site administrative staff during out-of-office periods to ensure continuity of service

Executive & Customer Visit Coordination

• Coordinate logistics for executive, customer, and VIP visits to the Rochester site, including meeting room reservations, guest office assignments, catering arrangements, and visitor communications
• Proactively plan and manage visit logistics, communicate with meeting hosts, and address last-minute changes efficiently to ensure a seamless and professional experience
• Collaborate with administrative staff at other WD sites to coordinate logistics for visiting executives and cross-site events
• Assist with on-site video productions or other special projects as requested

Facility Stewardship

• Conduct regular walkthroughs of WD's Rochester space to assess cleanliness, organization, and overall condition
• Monitor and document the effectiveness of contracted cleaning services, holding vendors accountable to contracted service standards and escalating issues as appropriate
• Identify opportunities to improve lab organization and contribute to a safe, functional working environment for all employees

Event Planning & Site Culture

• Actively participate in the Site Activity Committee, contributing to the planning, coordination, and execution of team events and engagement activities
• Coordinate and lead committee-sponsored events such as fundraisers, recognition events, and seasonal celebrations
• Plan and schedule quarterly on-site blood drives and other recurring site events
• Coordinate team recognition activities such as service anniversary celebrations
• Collaborate with administrative staff across WD sites on cross-site events and activities

Qualifications

Skills & Competencies

• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously
• Proactive and self-directedable to anticipate the needs of the leaders and team members they support and act without being asked
• Strong written and verbal communication skills with the ability to interact professionally with employees at all levels, including executive leadership and external customers
• Ability to handle sensitive and confidential information with discretion
• Comfortable identifying inefficiencies in current processes and recommending improvements
• Flexible and adaptable in a dynamic environment where priorities can shift quickly
• Team-oriented with a collaborative approach to working with peers across the Rochester site and with administrative staff at other WD locations

Tools & Systems

• Proficiency in Microsoft Office suite (Outlook, Teams, Word, Excel, PowerPoint)
• Experience with corporate travel management and expense reporting systems
• Familiarity with corporate procurement and ordering systems
• Ability to quickly learn new enterprise tools and systems as required by the role

Minimum Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• 6+ years of related administrative experience, preferably in a corporate or technical environment
• Demonstrated experience supporting multiple senior leaders simultaneously
• Proven ability to coordinate complex logistics for executive or customer visits
• Experience managing calendars, travel arrangements, and expense reporting for senior professionals

Preferred Qualifications

• Experience in a technology, engineering, or manufacturing organization
• Experience supporting site-level administrative functions including facility coordination and vendor management
• Experience leading or participating in employee engagement or event planning activities