Administrative Assistant

Career Area:

Business Services

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar, you're joining a global team who cares not just about the work we do – but also about each other.  We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities. We don't just talk about progress and innovation here – we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

Hear about the Caterpillar Experience for yourself

Role Definition

You will provide administrative support to the VP and GM of Integrated Drivetrain and Advanced Material Technology. This role improves team effectiveness by reviewing workload, recommending prioritization and executing plans which enables the VP to focus on key decision-making activities. This role facilitates connections across a global organization to improve the efficiency of the leadership team. 

What you will do
Executive Support & Calendar Management: 

• Coordinate schedules for multiple senior leaders, including creating and rearranging meetings to maximize productivity. 

Meeting & Event Coordination: 

• Facilitate All-Employee-Meetings for department, including preparing presentation materials, coordinating venue for meetings and respective technology needs. 

• Plan and coordinate two offsite leadership strategy sessions per year. 

• Coordinate domestic and international travel for senior leaders, including flights, lodging, ground transportation, and acquisition/processing of required visas and other travel documentation.

• Arrange customer/dealer/consultant visits including lodging, meals, scheduling, meetings, etc.

• Organize monthly recognition luncheon based on nominations from senior leaders.

Operational/Administrative Support: 

• Prepare expense reports and validate receipts for multiple senior leaders. Order materials and process purchase orders, while supporting departmental budgeting efforts to meet team targets.

• Coordinate and participate in roundtable discussions with salary, management, and production employees.

• Take notes and summarize actions from these meetings.

Communication & Collaboration: 

• Cascade recognition and general communications to a global organization via email and Viva Engage.

• Prepare presentation materials as needed.

Degree Requirement

• Associates degree or equivalent experience in business, paralegal, or any other related field of study desired.

Skills you must have

• Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.

• Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.

• Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.

• Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.

• Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.

• Microsoft Office: Intermediate to advanced knowledge of Microsoft Office (MS Excel, Word, PowerPoint, Viva Engage); ability to use the features and functions in Microsoft Office products.

Top candidates will also have

• Executive presence & professionalism: Ability to work with a wide range of professionals across multiple cultures.

• Strong judgme