Administrative Assistant

Administrative Assistant 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. Together, we are building a better world, so we can all enjoy living in it.

Hear About The Caterpillar Experience For Yourself

Role Definition

As an Administrative Assistant, you will provide critical administrative support to the VP and GM of Integrated Drivetrain and Advanced Material Technology. This role is instrumental in improving team effectiveness by reviewing workload, recommending prioritization, and executing plans, enabling the VP to focus on key decision-making activities. You will also facilitate vital connections across a global organization to enhance the efficiency of the leadership team.

What You Will Do

Executive Support & Calendar Management:

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

Meeting & Event Coordination

• Facilitate All-Employee-Meetings for the department, including preparing presentation materials and coordinating venue and technology needs.
• Plan and coordinate two offsite leadership strategy sessions annually.
• Coordinate domestic and international travel for senior leaders, encompassing flights, lodging, ground transportation, and necessary visa/travel documentation.
• Arrange customer, dealer, and consultant visits, including lodging, meals, scheduling, and meetings.
• Organize monthly recognition luncheons 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, 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 important meetings.

Communication & Collaboration

• Cascade recognition and general communications to a global organization via email and Viva Engage.
• Prepare professional presentation materials as needed.

Degree Requirement

An Associate's degree or equivalent experience in business, paralegal, or any other related field of study is desired for this role.

Skills You Must Have

• Office Administration: Knowledge of office administration activities; ability to carry out ongoing 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, 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.
• 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, and techniques for recognizing, anticipating, and resolving organizational, operational, or process problems.
• Microsoft Office: Intermediate to advanced knowledge of Microsoft Office (MS Excel, Word, PowerPoint, Viva Engage); ability to use features and functions proficiently.

Top candidates will also have

• Executive presence & professionalism: Ability to work effectively with a wide range of professionals across multiple cultures.
• Strong judgment & confidentiality: Exposure to sensitive and confidential information that must be maintained while providing input as a trusted advisor.
• Ability to anticipate needs: A forward-looking approach to minimize disruption.
• Project management experience.
• Demonstrated abilities to deliver professional-looking Microsoft PowerPoint presentations.

Additional Information

This position is located in East Peoria, IL (Building KK) and requires a 5-day-a-week onsite schedule, typically from 8:00 am - 5:00 pm. Relocation assistance and VISA sponsorship are NOT available for this position. Less than 10% travel may be required.

Key skills/competency

• Executive Support
• Calendar Management
• Event Coordination
• Travel Logistics
• Expense Reporting
• Microsoft Office Suite
• Prioritization
• Communication Skills
• Confidentiality
• Problem Solving