Administrative Assistant

Administrative AssistantThis 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 SupportManage complex calendars for multiple Senior Leaders, proactively identifying and resolving scheduling conflictsCoordinate domestic and international travel arrangements for Rochester leadership and team members in accordance with company travel policies, using corporate travel management systemsAssist team members with corporate expense reporting, providing guidance on policy compliance and troubleshooting issues as neededSupport procurement activities using corporate procurement systems, including placing orders, tracking deliveries, and distributing packagesAssist with book and training material orders in support of team professional development activitiesProvide backup administrative support for fellow site administrative staff during out-of-office periods to ensure continuity of serviceExecutive & Customer Visit CoordinationCoordinate logistics for executive, customer, and VIP visits to the Rochester site, including meeting room reservations, guest office assignments, catering arrangements, and visitor communicationsProactively plan and manage visit logistics, communicate with meeting hosts, and address last-minute changes efficiently to ensure a seamless and professional experienceCollaborate with administrative staff at other WD sites to coordinate logistics for visiting executives and cross-site eventsAssist with on-site video productions or other special projects as requestedFacility StewardshipConduct regular walkthroughs of WD's Rochester space to assess cleanliness, organization, and overall conditionMonitor and document the effectiveness of contracted cleaning services, holding vendors accountable to contracted service standards and escalating issues as appropriateIdentify opportunities to improve lab organization and contribute to a safe, functional working environment for all employeesEvent Planning & Site CultureActively participate in the Site Activity Committee, contributing to the planning, coordination, and execution of team events and engagement activitiesCoordinate and lead committee-sponsored events such as fundraisers, recognition events, and seasonal celebrationsPlan and schedule quarterly on-site blood drives and other recurring site eventsCoordinate team recognition activities such as service anniversary celebrationsCollaborate with administrative staff across WD sites on cross-site events and activitiesQualificationsSkills & CompetenciesHighly organized with strong attention to detail and the ability to manage multiple priorities simultaneouslyProactive and self-directed—able to anticipate the needs of the leaders and team members they support and act without being askedStrong written and verbal communication skills with the ability to interact professionally with employees at all levels, including executive leadership and external customersAbility to handle sensitive and confidential information with discretionComfortable identifying inefficiencies in current processes and recommending improvementsFlexible and adaptable in a dynamic environment where priorities can shift quicklyTeam-oriented with a collaborative approach to working with peers across the Rochester site and with administrative staff at other WD locationsTools & SystemsProficiency in Microsoft Office suite (Outlook, Teams, Word, Excel, PowerPoint)Experience with corporate travel management and expense reporting systemsFamiliarity with corporate procurement and ordering systemsAbility to quickly learn new enterprise tools and systems as required by the roleMinimum QualificationsHigh school diploma or equivalent required; Associate's or Bachelor's degree preferred6+ years of related administrative experience, preferably in a corporate or technical environmentDemonstrated experience supporting multiple senior leaders simultaneouslyProven ability to coordinate complex logistics for executive or customer visitsExperience managing calendars, travel arrangements, and expense reporting for senior professionalsPreferred QualificationsExperience in a technology, engineering, or manufacturing organizationExperience supporting site-level administrative functions including facility coordination and vendor managementExperience leading or participating in employee engagement or event planning activities