Administrative and Leadership Support Assistant

Caterpillar Inc.•Brooklyn Park, MN

3d•$25 - $38•Onsite

About The Position

The Administrative and Leadership Support Assistant is responsible for delivering seamless operational support across the Production Group (PG), Operations (Ops), and campus-wide functions. This role manages logistics for events and leadership visits, oversees campus branding and facilities support, administers key employee programs, and ensures a positive experience for employees, customers, dealers, and VIP guests. This person serves as a central point of contact for cross-functional campus services, visitor management, and community involvement programs.

Requirements

Effective Communications: Communicating clearly and professionally with leaders, employees, visitors, and external partners.
Accuracy and Attention to Detail: Ability to complete tasks with high levels of precision.
Flexibility and Adaptability: Ability to adapt to a changing environment and be comfortable with change.
Office Administration: Ability to carry out ongoing office administration tasks effectively and efficiently.
Microsoft Office: Advanced expertise and proficiency in Microsoft Office products.
Problem Solving: Recognizing, anticipating, and resolving organizational, operational or process problems.

Nice To Haves

Experience with event and large-scale meeting planning, including acting as the face for the event or professional point of contact.
Experience supporting or interfacing regularly with senior leadership.
Experience managing purchases and filing expense reports.
Experience supporting and communicating with managers across multiple departments.
Ability to communicate professionally with all members of the campus.

Responsibilities

Visitor Experience & VIP Support Manage campus visitor processes and serve as the first point of contact.
Support logistics for customer visits, including meals, lodging, transportation, and agendas.
Oversee visitor PPE room, headset inventory, and VIP rooms/café areas.
Prepare invitation letters and complete iLobby registrations.
Coordinate calendars for customer-facing events and internal hosts.
Manage Voice of Customer survey execution and follow-up actions.
Oversee licensing, scheduling, and maintenance of VIP vans.
Event Logistics & Campus Operations Coordinate campus event approval processes, including budget management and logistics planning.
Manage Operational and Product Group-wide event logistics.
Schedule and organize All Employee Meetings (AEM), VIP visits, and senior leadership meetings.
Handle interpreter scheduling and invoicing.
Campus Organization & Branding Oversee campus signage and visuals.
Support development of customer-facing presentations.
Ensure updated and cohesive campus and branding.
Manage campus seating charts and maintain waiting lists.
Own front-room access audit process.
Facilities, Equipment & Infrastructure Support Manage conference room equipment and ensure functionality.
Oversee printer fleet performance and service needs.
Support computer lab upkeep and production locker assignments.
Coordinate cleaning of second floor.
Oversee coffee service management.
HR, New Hire Onboarding & Employee Programs Coordinate new hire onboarding and orientation activities.
Support production scheduling (tests, standdowns, training sessions, etc.).
Administer employee surveys.
Mailroom Management Sort and distribute campus mail.
Manage employee and department mailboxes.
Oversee ordering and distribution of office supplies.
Miscellaneous Administrative Support Serve as Purchase-Card owner for Product and Operations Groups, managing usage and approvals.
Order Cat-branded swag, nameplates, and business cards.
Manage swag inventory for recognition cabinet and operations distribution.
Act as point of contact for Cat@Work travel processes.
Community Involvement Coordinate community engagement programs for the campus.
Administer Caterpillar Foundation dollars and community contributions.