Administrative Assistant

Caterpillar Inc.•Aurora, CO

36d•$25 - $38•Onsite

About The Position

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 & Service Division (ADSD) provides governance and administration of Cat® dealers across the U.S., Canada, and Latin America. As the Administrative Assistant for the Mountain West US District, you will play a critical role in supporting the Mountain West US District by streamlining communication, managing key meetings, and coordinating reporting processes for the Mountain West US District team.

Requirements

Previous administrative experience supporting senior leadership (ex. Directors, etc.).
Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
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 with various levels of the organization.
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.
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.
Microsoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.

Responsibilities

Serve as the central point of contact between Caterpillar dealer-facing teams, industry partners, executive assistants, and Dealers.
Schedule and manage Leadership Table meetings, Dealer Profile prep sessions, Caterpillar review meetings, and Dealer Financial Reporting System planning.
Coordinate 1:1 meetings and ongoing calendar management for Caterpillar industry peers, Dealer leadership (VP, SVP, EVP, etc.) and Dealer Principals.
Prepare executive summaries for SVP-level visits to Caterpillar Dealers.
Log and route customer issues from CIC or other sources to appropriate representatives, ensuring proper documentation and closure.
Manage DocuSign routing for legal documents requiring Dealer Principal/VP signatures.
Organize Dealer recognition efforts (anniversaries, holiday cards, etc.).
Support budget reviews and Annual Business Plan (ABP) submissions.
Compile and submit safety reports for the Mountain West US District.
Review lease vehicle reporting.
Prepare staff meeting metrics and materials.
Maintain and update Caterpillar/Dealer contact lists for mailing and communication.
Create and submit expense books for the Mountain West US District Director.
Provide logistical support for key district events, such as the Mountain West US District Council, Marketing & Digital Conference, Fall Planning, and Annual Business Planning.
Secure venues, manage catering and hospitality needs, and coordinate calendar invites and scheduling.
General office administration duties (answering telephone, taking messages and answering routines questions, maintaining vacation schedule and master schedule of whereabouts for staff, 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).
Other duties as assigned by Caterpillar management from time-to-time.