Executive Assistant to Senior Vice President

Caterpillar Inc.•Irving, TX

1d•Onsite

About The Position

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 Product Support and Logistics Division (PSLD) is one of the most innovative divisions within Caterpillar. In PSLD, as within all of Caterpillar, our priority is our customers and helping them build a better world. PSLD is responsible for the worldwide distribution of Cat aftermarket parts, integrated logistics, and global service to develop and support our global dealer network and customers. As the Executive Assistant to Senior Vice President, you will provide a multitude of highly complex administrative tasks, which includes maintaining the Senior Vice President’s schedule of activities, proactively identifying facility visits and team meetings, organizing staff meetings, coordinating calendars with peer groups, determining priorities when conflicts arise, making traveling arrangements (booking flights, transportation, hotels), and managing expense books. The role also will provide administrative support to other members of the Product Support and Logistics Division leadership team. In addition to the above duties, the Executive Assistant must maintain high confidentiality and professionalism and spend a significant amount of time organizing and expediting workflow through the Senior Vice President’s office. The Executive Assistant must utilize discretion, judgment and initiative to continue the work responsibilities of the office when the executive is unavailable in an efficient manner. This individual will work with highly sensitive and confidential information.

Requirements

Extensive administrative experience supporting senior leadership (ex. Directors, Vice Presidents, Senior Vice Presidents, etc.)
Previous experience handling/managing confidential company information
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
Calendaring: Knowledge of office electronic scheduling software; ability to use scheduling software to create, review or manage schedules
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 (ex. travel, expenses, utilization of computer software programs such as Microsoft Outlook, Word, Excel, PowerPoint and Concur, etc.)

Responsibilities

Maintaining the Senior Vice President’s schedule of activities
Proactively identifying facility visits and team meetings
Organizing staff meetings
Coordinating calendars with peer groups
Determining priorities when conflicts arise
Making traveling arrangements (booking flights, transportation, hotels)
Managing expense books
Providing administrative support to other members of the Product Support and Logistics Division leadership team
Maintaining high confidentiality and professionalism
Organizing and expediting workflow through the Senior Vice President’s office
Utilizing discretion, judgment and initiative to continue the work responsibilities of the office when the executive is unavailable