Administrative Assistant

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.

The Administrative Assistant provides coordination and support for a team and its leaders. You'll manage schedules, arrange meetings and domestic and international travel, and process expenses and charge card reconciliations. You'll also maintain policy and procedure manuals, prepare and distribute memos and meeting minutes, and keep the office running smoothly.

• Answering telephone, taking messages and answering routine questions.
• Maintaining vacation schedule and master schedule of whereabouts for staff.
• Maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.
• Typing and distributing memos, meeting minutes and presentations for staff.
• Facilitating domestic and international travel arrangements; assisting in payments, expense processing, and charge card reconciliation.
• Arranges meetings, schedules rooms, equipment, refreshments, etc.
• Operates and maintains standard office equipment such as copiers, faxes, phones.
• Distributes internal and external correspondence to appropriate recipients.
• Coordinates travel arrangements and expense reimbursements.
• Orders, stocks and distributes office supplies.

• Education/
  
  Experience:
  
  Degree or equivalent experience desired.
• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
  • Accurately gauges the impact and cost of errors, omissions, and oversights.
  • Utilizes specific approaches and tools for checking and cross-checking outputs.
  • Processes limited amounts of detailed information with good accuracy.
  • Learns from mistakes and applies lessons learned.
  • Develops and uses checklists to ensure that information goes out error-free.
• Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
  • Demonstrates experience participating in productive collaborative processes.
  • Under guidance, initiates collaborative meetings.
  • Assists in communicating shared goals with diverse groups and parties.
  • Helps promote collaboration across generations, functions, regions, and levels.
  • Helps solve business problems and meet business goals through collaborative processes.
• 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.
  • Delivers helpful feedback that focuses on behaviors without offending the recipient.
  • Listens to feedback without defensiveness and uses it for own communication effectiveness.
  • Makes oral presentations and writes reports needed for own work.
  • Avoids technical jargon when inappropriate.
  • Looks for and considers non-verbal cues from individuals and groups.
• 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.
  • Adjusts to new or changing assignments, processes, and people.
  • Demonstrates willingness to listen to other opinions.
  • Provides examples of shifting from task to task.
  • Identifies and considers…