Senior Executive 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.

We have an amazing opportunity for a Senior Executive Administrative Assistant within our Solar Turbines team. In this role you will contribute significantly to our organization’s success through your expertise and proactive coordination of highly complex administrative tasks, often of a sensitive and confidential nature, requiring discretion, and using Solar’s policies and procedures.

You will provide support to the Vice-Presidents of Strategic Execution and Global Process Excellence, ensuring their efficiency and effectiveness. Acting as a liaison between Vice Presidents and other Company organizations or Solar customers, you will ensure information affecting the VP’s organizations is consistently and accurately disseminated, coordinating telephone and email communications as well as decision making of issues involving the Vice President’s offices in their absence. This position must cultivate and maintain strong business relationships with internal and external stakeholders, fostering collaboration and thriving in a dynamic setting, where adaptability and quick decision-making and execution of agreed upon actions are essential. Your agility will contribute directly to our company’s overall efficiency.

Senior Executive Assistant Responsibilities

As an executive assistant, you will play a crucial role in supporting high-level executives and ensuring the smooth operation of the organization. Your responsibilities encompass a wide range of tasks, from administrative duties to strategic coordination.

• Executive Collaboration: Work closely with vice presidents, providing indispensable support. Understand their priorities, anticipate their needs, and proactively address challenges.
• Calendar Management: Organize and maintain complex calendars, balancing meetings, appointments, and travel arrangements. Prioritize conflicting demands effectively.
• Communication: Handle internal communications on behalf of the executive, ensuring timely responses and maintaining professionalism. Internal announcements, publications, stakeholder communications.
• Meeting Preparation: Prepare thoroughly for meetings, including researching topics, creating agendas, collating relevant materials, presentations, speeches, and support with all employee meetings.
• External Liaison: Interact with partners, stakeholders, and other staff members including supporting the purchasing team. Represent the executive’s office professionally and build strong relationships.
• Large-Scale Events: Support the planning and execution of significant events, such as conferences, board meetings, and team gatherings across the region. Ensure seamless logistics and a positive experience for attendees.
• Travel Arrangements: Book travel and accommodation and provide assistance with every step of the executive’s travel, including preparation and management of electronic travel and entertainment expense reports for the VPs and their staff to ensure accuracy.
• Teamwork: Capability and expectation to coordinate/communicate across the extended executive admin team.

What you will have:

• Education and Experience: Bachelor’s degree or 9+ years equivalent experience
• Proven Experience: min 5 years of experience in a similar role, preferably within a multinational company with proven ability to handle complex responsibilities at an executive level.
• Calendar Management: Demonstrate proficiency in managing complex calendars for senior executives. You’ll orchestrate schedules, prioritize appointments, and ensure optimal time utilization.
• Business Acumen and Communication Skills: Exhibit excellent business acumen, including analyzing and assembling reports. Understand organizational dynamics, industry trends, and strategic priorities. Your insights contribute to informed decision-making.
• Effective Communication: Communicate with clarity, precision, and professional