Places Site​/Executive Administrative Assistant; Onsite

About our group:

The Site and Executive Administrative Assistant role provides critical onsite support for the People & Places team while delivering high-quality executive administrative coordination. Based at Seagate’s Bloomington, MN site, this position serves as a trusted partner to the People & Places organization by supporting executive calendars, meetings, travel, expenses, communications, office operations, and team coordination. This role helps ensure the smooth day-to-day operation of the site while contributing to an organized, welcoming, and highly productive workplace.

• Manage complex executive calendars, schedule meetings across global time zones, coordinate logistics for internal and external engagements, monitor calendar activity, and flag urgent matters as needed.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, detailed itineraries, and proactive resolution of travel-related issues.
• Prepare, review, and edit correspondence, presentations, reports, and other materials to ensure accuracy, timeliness, and alignment with executive priorities.
• Handle confidential information with discretion, professionalism, and sound judgment.
• Anticipate executive needs, proactively resolve scheduling conflicts, prioritize requests, and support seamless daily operations.
• Support cross-functional projects and initiatives by tracking deliverables, coordinating timelines, following up on action items, and helping ensure timely completion.
• Coordinate team meetings, offsites, and events, including agenda development, logistics, and post-meeting follow-up.
• Serve as a liaison between executives, their teams, and key stakeholders across the organization.
• Support confidential and high-impact projects, including research, data gathering, and preparation of executive-level briefings.
• Coordinate onboarding and offboarding activities for direct reports and key team members to help ensure a smooth and positive transition experience.
• Draft and distribute internal communications on behalf of executives, ensuring clarity, consistency, and alignment with Seagate’s values.
• Support culture-building and talent development initiatives, including recognition programs, training sessions, and employee engagement activities.
• Process expense reports, purchase orders, status reports, and other administrative tasks with accuracy and efficiency.
• Maintain organized records and files, identify process improvements, and support the adoption of tools and technologies that improve team efficiency and communication.
• Process, reconcile, and track bi-weekly budget and vendor invoices, ensuring accuracy,timely payment, and resolution of billing discrepancies as needed
• Manage and maintain organizational email distribution lists, ensuring accuracy and timely updates.

• Highly organized, proactive, communicative, and resourceful, with the ability to manage multiple priorities in a team-focused environment.
• You bring strong attention to detail, sound judgment, and a high level of professionalism when working with confidential information, senior leaders, employees, and cross-functional partners.
• Excellent verbal and written communication skills across all levels of the organization and across global teams.
• High level of professionalism, discretion, and ability to maintain confidentiality.

• Executive administrative experience, including experience supporting senior executives and/or leadership teams.
• Managing executive calendars, travel, meetings, and expense reporting.
• Demonstrated ability to manage multiple priorities with exceptional attention to detail.
• Coordinating project timelines, planning and executing deliverables, and communicating with multiple internal stakeholders.
• Excellent organizational, time management, and project coordination skills.
• Ability to operate in an anticipatory and proactive way, work independently, solve problems, and identify needed actions.
• Excellent proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, CoPilot, and Teams.

You might also have:

• Experience working with global teams…