Administrative Assistant

Caterpillar•Irving, TX

23d•$29 - $51•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. This role will constantly change with demands and needs of executives across the business and the person in this role will need to be ready to act quickly, shift gears, and perform administrative duties with a high level of confidentiality. This role is seeking someone with experience in supporting executives, is exceptionally organized, is capable of multitasking, managing calendars, and supporting heavy business travel. This candidate will help build a positive team environment and establish working relationships inside and outside of the group. Superior attention to detail and ability to meet tight deadlines. Ability to complete complex tasks quickly with little to no guidance and react with appropriate urgency to situations that require a quick turnaround. Strong organizational, communication, and interpersonal. Strong analytical skills. Ability to prioritize and handle multiple assignments at any given time. High level of integrity and discretion. Impeccable attention to detail. Ability to work effectively with minimal supervision. Coordinate internal and external meetings for multiple executives’ hectic and complex calendars Organize team and large offsite events as needed General office duties as needed Build cross-functional relationships between departments Schedule meetings and maintain executive’s calendar with the ability to independently decide what is scheduled, and when, based on priorities Coordinate travel arrangements (domestic and international) and prepare itineraries with the ability to anticipate potential travel obstacles General expense reports; reconcile corporate accounts Create polished presentations and documents using Microsoft Office products Screen e-mail messages and telephone calls; judge appropriately when and how to respond Compose professional correspondences Coordinate key events; assist with planning Arrange customer/dealer/consultant visits including lodging, meals, scheduling, meetings, etc. Handle multiple projects and meet deadlines Work on ad hoc assignments as needed Ability to recognize and maintain the confidentiality of work materials Willingness to take initiative and ownership of projects, as needed Provide back-up support for other Assistants when required Typing, filing, transcription, and/or shorthand Operate a PC and standard software programs In addition to the above duties, the incumbent spends a significant amount of time organizing and expediting workflow through the supervisor’s office. Job duties also require the use of advanced levels of understanding and skill in Microsoft Office. Incumbents must be able to organize, complete and maintain large projects such as a database for a process improvement. This might also include the direction and coordination of the activities of others such as temporary clerical help, co-ops, other administrative professionals, etc. Uses discretion, judgment and initiative to continue the work responsibilities of the office in an efficient manner when the manager is unavailable. The incumbent must determine what can be handled immediately by direct reports, referred to others, held for manager’s return or completed by the administrative assistant independently. Works with highly sensitive and confidential information. Ensures travel and lodging accommodations as required by the manager. The incumbent must tend to all the details involved with manager's visits to Caterpillar domestic and overseas facilities and to other companies and unions. Coordinates visits of corporate customers to Peoria, coordinates airline travel, prepares expense books and reconciles manager's expense statement. Coordinates large conferences, special events involving customers, community leaders or business associates and employee and company events. Responsible for travel and lodging accommodations, arranging plant tours, product demonstrations, meals, etc. Operates a personal computer for purpose of typing, scheduling meetings, calendaring of events and activities, sending and receiving messages, and uploading and downloading information utilizing various software programs. Incumbents who perform satisfactorily on this job become part of the candidate pool for Executive Assistant positions.

Requirements

Previous administrative experience gained at sectional, divisional and/or departmental levels
Ability to think and work independently, have superior organizational skills and maintain a high-level of confidentiality
Previous experience managing complex calendaring requirements, travel arrangements, email prioritization, reporting, event coordination, and expense books
Strong communication and interpersonal skills
Experience with Microsoft Office including Outlook, SharePoint, Teams, PowerPoint, Word, Excel, etc

Nice To Haves

General knowledge of company organization and its operations with a detailed knowledge of functions and responsibilities of the departments within the assigned area
Application of seasoned, advanced administrative skills gained through years of experience and challenge in the more advanced and complex features of the activities of an office or work area

Responsibilities

Coordinate internal and external meetings for multiple executives’ hectic and complex calendars
Organize team and large offsite events as needed
General office duties as needed
Build cross-functional relationships between departments
Schedule meetings and maintain executive’s calendar with the ability to independently decide what is scheduled, and when, based on priorities
Coordinate travel arrangements (domestic and international) and prepare itineraries with the ability to anticipate potential travel obstacles
General expense reports; reconcile corporate accounts
Create polished presentations and documents using Microsoft Office products
Screen e-mail messages and telephone calls; judge appropriately when and how to respond
Compose professional correspondences
Coordinate key events; assist with planning
Arrange customer/dealer/consultant visits including lodging, meals, scheduling, meetings, etc.
Handle multiple projects and meet deadlines
Work on ad hoc assignments as needed
Ability to recognize and maintain the confidentiality of work materials
Willingness to take initiative and ownership of projects, as needed
Provide back-up support for other Assistants when required
Typing, filing, transcription, and/or shorthand
Operate a PC and standard software programs