Administrative Assistant

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 DescriptionAbout the Role 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 QualificationsWhat We're Looking For Skills & Competencies Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously Proactive and self-directed-able 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 Additional Information WD is committed to providing equal opportunities to all applicants and employees and will not discriminate against any applicant or employee based on their race, color, ancestry, religion (including religious dress and grooming standards), sex (including pregnancy, childbirth or related medical conditions, breastfeeding or related medical conditions), gender (including a person's gender identity, gender expression, and gender-related appearance and behavior, whether or not stereotypically associated with the person's assigned sex at birth), age, national origin, sexual orientation, medical condition, marital status (including domestic partnership status), physical disability, mental disability, medical condition, genetic information, protected medical and family care leave, Civil Air Patrol status, military and veteran status, or other legally protected characteristics. We also prohibit harassment of any individual on any of the characteristics listed above. Our non-discrimination policy applies to all aspects of employment. We comply with the laws and regulations set forth in the "Know Your Rights: Workplace Discrimination is Illegal" poster. Our pay transparency policy is available here. WD thrives on the power and potential of diversity. As a global company, we believe the most effective way to embrace the diversity of our customers and communities is to mirror it from within. We believe the fusion of various perspectives results in the best outcomes for our employees, our company, our customers, and the world around us. We are committed to an inclusive environment where every individual can thrive through a sense of belonging, respect and contribution. WD is committed to offering opportunities to applicants with disabilities and ensuring all candidates can successfully navigate our careers website and our hiring process. Please contact us at View email address on click.appcast.io to advise us of your accommodation request. In your email, please include a description of the specific accommodation you are requesting as well as the job title and requisition number of the position for which you are applying. #LI-TD1 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 View email address on click.appcast.io. Western Digital