Administrative Assistant

Caterpillar•Mossville, IL

18d•Onsite

About The Position

The Administrative Assistant plays a key role in supporting the day‑to‑day operations of the team by providing high‑quality administrative and coordination support in a fast‑paced, collaborative environment. This role partners closely with leaders and team members to manage schedules, coordinate meetings, support travel and logistics, and ensure smooth execution of daily business activities. The Administrative Assistant balances multiple priorities while maintaining a high level of accuracy, organization, and professionalism. With responsibility for supporting global teams, this role coordinates meetings across time zones, assists with global travel and visa logistics, and ensures clear communication across diverse audiences. Success in this position requires strong attention to detail, effective communication skills, and the ability to adapt quickly while delivering reliable, consistent support that enables the team to operate efficiently.

Requirements

Accuracy and Attention to Detail: Demonstrates strong attention to detail when managing calendars, correspondence, documentation, and administrative records. Consistently produces accurate, error‑free work by using checklists, cross‑checks, and quality controls. Understands the impact of errors and omissions and takes a proactive approach to ensuring information is complete, correct, and ready for distribution.
Managing Multiple Priorities: Effectively manages multiple concurrent tasks and priorities in a fast‑paced environment. Adjusts quickly to changing demands, validates shifting priorities with leadership, and ensures critical work is completed on time. Balances day‑to‑day operational support with longer‑term assignments while maintaining productivity and organization.
Effective Communications: Communicates clearly and professionally with leaders, team members, and external contacts through written and verbal communication. Prepares correspondence, reports, and meeting materials using appropriate tone and clarity. Actively listens, incorporates feedback, and adapts communication style to support collaboration and ensure shared understanding across diverse audiences.
Office Administration: Applies working knowledge of office administration practices to support local and global teams. Coordinates meetings across time zones, supports global travel arrangements, including visa processing, and ensures seamless logistics for international stakeholders. Manages calendars, correspondence, and administrative systems efficiently to support smooth operations for a global audience.

Responsibilities

Provides comprehensive administrative support to leaders and teams, managing day‑to‑day activities, priorities, and coordination needs.
Manages calendars and meeting coordination, including scheduling, rescheduling, room logistics, and preparation of meeting materials.
Supports domestic and global travel arrangements, including flights, lodging, ground transportation, and visa coordination, ensuring seamless logistics for a global audience.
Prepares and distributes correspondence, reports, presentations, and meeting minutes with a high level of accuracy and attention to detail.
Manages multiple priorities simultaneously, adjusting to changing demands while meeting deadlines and supporting business needs.
Coordinates events and meetings, including room reservations, catering, equipment, and virtual meeting setup for local and global participants.
Processes expense reports, purchase requests, and administrative documentation in accordance with established procedures.
Maintains organizational records, policy documents, and files, ensuring information is current, organized, and accessible.
Orders and manages office supplies and resources, supporting efficient daily operations.
Communicates effectively with internal and external stakeholders, supporting collaboration across teams, functions, and regions.