Administrative Assistant

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Career Area

Business Services

Job Description

When you join Caterpillar, you become part of a global team focused on building stronger, more sustainable communities. This role supports high‑level executives in the Middle East and Eurasia Region Distribution team within the Europe, Africa, Middle East and Eurasia (EAME) Distribution division.

What You Will Do

• C‑Suite Collaboration
  :
  Work closely with C‑Suite executives, anticipating needs and proactively addressing challenges.
• Calendar Management
  :
  Organize and maintain complex calendars, balancing meetings, appointments, and travel arrangements.
• Communication
  :
  Handle internal communications on behalf of executives, ensuring timely and professional responses.
• Meeting Preparation
  :
  Research topics, create agendas, and collate relevant materials, presentations, and speeches.
• External Liaison
  :
  Interact with partners and stakeholders, supporting the purchasing team and representing the executive’s office.
• Large‑Scale Events
  :
  Support planning and execution of significant events such as conferences, board meetings, and team gatherings across the region (Dubai, Almaty, Riyadh).
• Travel Arrangements
  :
  Book travel and accommodation, providing assistance at every step of the executive’s trip.
• Document Attestation and Legalization
  :
  Oversee attestation and legalization of company documents required by Saudi authorities.
• License and Permit Management
  :
  Assist in obtaining and renewing business licenses, permits, and approvals from relevant government bodies.
• Compliance, Policy and Procedure Monitoring
  :
  Monitor regulatory changes and advise on necessary adjustments.
• Business Invitation Letters
  :
  Review and issue business invitation letters for employees visiting the Saudi Office.
• Admin SharePoint Site
  :
  Manage the office Admin SharePoint Page, ensuring up‑to‑date information is shared with the relevant audience.
• Supporting with Onboarding
  :
  Facilitate admin induction and maintain IT & office supplies inventory.

What You Have (Basic Skills Required)

Accuracy and Attention to Detail
:
Demonstrates a high level of precision and quality in all tasks.

Level Working Knowledge

• 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 information is error‑free.

Collaborating

Knowledge of collaborative techniques; abilities to work constructively with diverse groups.

Level Working Knowledge

• Demonstrates experience in productive collaborative processes.
• Under guidance, initiates collaborative meetings.
• Assists in communicating shared goals with diverse audiences.
• Promotes collaboration across functions, regions, and levels.
• Solves business problems and meets goals through collaboration.

Effective Communications

Understanding of effective communication concepts, tools and techniques, to transmit and interpret information accurately.

Level Working Knowledge

• Provides feedback focused on behaviors.
• Listens to feedback without defensiveness.
• Delivers oral presentations and writes reports.
• Avoids inappropriate technical jargon.
• Recognizes non‑verbal cues.

Flexibility and Adaptability

Knowledge of approaches for managing change and adaptability in a dynamic environment.

Level Working Knowledge

• Adapts to new or changing assignments.
• Shows willingness to consider alternative approaches.
• Shifts smoothly between tasks.
• Accepts new ideas with an open mind.

Managing Multiple Priorities

Effective self‑management of concurrent objectives, projects and activities.

Level Working Knowledge

• Recognizes changing demands and priorities.
• Obtains information on how assignments contribute to organizational goals.
• Completes current work according to assigned priorities.
• Handles day‑to‑day operational priorities while progressing on project work.
• Performs 2–3 concurrent activities without reduced productivity.

Problem Solving

Approaches for recognizing, anticipating and resolving operational challenges.

Level Basic Understanding

• Explain…