Administrative Assistant

Overview

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.

Our Americas Distribution Services Division (ADSD) provides governance and administration of Cat® dealers across the U.S., Canada, and Latin America.

As an Administrative Assistant supporting the Americas Distribution Services Division (ADSD), you will operate as the primary office coordinator, ensuring smooth day-to-day operations while providing high-quality administrative support to leaders and business partners.

• Provide executive and administrative support, including calendar management, travel coordination, expense processing, and meeting planning. Prepare and distribute communications, presentations, and key updates to internal stakeholders.
• Serve as the primary point of contact for employees, business partners, vendors, and building management.
• Oversee daily office operations, including supplies, equipment, mail, shipping/receiving, and vendor payments.
• Manage office budgets, including expense tracking and accounts payable/receivable.
• Coordinate facilities, safety, and maintenance activities, ensuring a safe, organized, and compliant workplace.
• Partner with IT and facilities to resolve technology, workspace, and equipment needs.
• Support events, visitor access, office systems, and additional administrative or operational projects as needed.
• Support onboarding logistics for new hires (workspace, access, welcome coordination, technology requests, etc.).

• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision. Delivers consistently accurate, high-quality execution across logistics, expenses, communications, and office operations.
• Effective Communications: Understanding of effective communication concepts, tools and techniques. Acts as the central hub, ensuring alignment across leaders, teams, vendors, and visitors with clear, timely communication.
• 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.
• 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.
• 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. Anticipates issues (facilities, logistics, scheduling conflicts) and resolves them before they escalate.
• 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. Ability to run the office as a system – vendors, facilities, payments, space, and day-to-day flow – with minimal supervision.

• Previous experience supporting senior leaders
• Previous experience managing an office
• 3+ years related experience
• College certificate/diploma

Through it all, we are one team – creating and delivering world-class components and solutions superior to the competition. Learn more about the Caterpillar Experience .

Caterpillar Inc. is the world’s leading manufacturer of construction and mining equipment, off-highway diesel and natural gas engines, industrial gas turbines and diesel-electric locomotives. For nearly 100 years, we’ve been helping customers build a better, more sustainable…