Administrative Assistant

Career Area:

Job Description:

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.

The Administrative Assistant provides coordination and support for a team and its leaders. You'll manage schedules, arrange meetings and domestic and international travel, and process expenses and charge card reconciliations. You'll also maintain policy and procedure manuals, prepare and distribute memos and meeting minutes, and keep the office running smoothly.

What You Will Do:

• Answering telephone, taking messages and answering routine questions.
• Maintaining vacation schedule and master schedule of whereabouts for staff.
• Maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.
• 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.
• Arranges meetings, schedules rooms, equipment, refreshments, etc.
• Operates and maintains standard office equipment such as copiers, faxes, phones.
• Distributes internal and external correspondence to appropriate recipients.
• Coordinates travel arrangements and expense reimbursements.
• Orders, stocks and distributes office supplies.

What You Have :

• Education/Experience: Degree or equivalent experience desired.
• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
  • Accurately gauges the impact and cost of errors, omissions, and oversights.
  • Utilizes specific approaches and tools for checking and cross-checking outputs.
  • Processes limited amounts of detailed information with good accuracy.
  • Learns from mistakes and applies lessons learned.
  • Develops and uses checklists to ensure that information goes out error-free.
• Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
  • Demonstrates experience participating in productive collaborative processes.
  • Under guidance, initiates collaborative meetings.
  • Assists in communicating shared goals with diverse groups and parties.
  • Helps promote collaboration across generations, functions, regions, and levels.
  • Helps solve business problems and meet business goals through collaborative processes.
• 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.
  • Delivers helpful feedback that focuses on behaviors without offending the recipient.
  • Listens to feedback without defensiveness and uses it for own communication effectiveness.
  • Makes oral presentations and writes reports needed for own work.
  • Avoids technical jargon when inappropriate.
  • Looks for and considers non-verbal cues from individuals and groups.
• 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.
  • Adjusts to new or changing assignments, processes, and people.
  • Demonstrates willingness to listen to other opinions.
  • Provides examples of shifting from task to task.
  • Identifies and considers alternative approaches to situations or problems.
  • Accepts new or radical ideas with an open mind; avoids snap reactions.
• 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.
  • Recognizes changing demands and priorities; validates changes with management.
  • Obtains information about how current assignments contribute to organizational goals.
  • Completes current work according to assigned priorities.
  • Responds to day-to-day operational priorities while still making progress on project work.
  • Performs at least 2-3 concurrent activities without reducing productivity.
• 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.
  • Explains the value of a disciplined approach to problem solving.
  • Describes problem reporting and escalation practices.
  • Utilizes accepted procedures for problem analysis and resolution.
  • Identifies key aspects of problem-solving techniques used in own area.
• 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.
  • Uses basic features of two or more Office applications.
  • Differentiates tradeoffs between using Word and PowerPoint for developing a presentation.
  • Operates basic Microsoft desktop applications to achieve certain requirements.
  • Converts Word tables to an Excel spreadsheets and vice-versa.
  • Compares the key differences between current and prior releases of Office.

What Will Set You Apart :

• Demonstrated ability to manage multiple concurrent activities without reducing productivity.
• Experience coordinating domestic and international travel arrangements, expense reimbursements, and charge card reconciliation.
• Experience supporting local and remote teams.
• Experience using multiple Microsoft Office applications.

Summary Pay Range:

Compensation and benefits offered may vary depending on multiple individualized factors, job level, market location, job-relatedknowledge, skills, individual performance and experience. Please note that salary is only one component of total compensation at Caterpillar.

Benefits:

Subject to plan eligibility, terms, and guidelines. This is a summary list of benefits.

• Medical, dental, and vision benefits*

• Paid time off plan (Vacation, Holidays, Volunteer, etc.)*

• 401(k) savings plans*

• Health Savings Account (HSA)*

• Flexible Spending Accounts (FSAs)*

• Health Lifestyle Programs*

• Employee Assistance Program*

• Voluntary Benefits and Employee Discounts*

• Career Development*

• Incentive bonus*

• Disability benefits

• Life Insurance

• Parental leave

• Adoption benefits

• Tuition Reimbursement

* These benefits also apply to part-time employees

Posting Dates:

Any offer of employment is conditioned upon the successful completion of a drug screen.

Caterpillar is an Equal Opportunity Employer, Including Veterans and Individuals with Disabilities. Qualified applicants of any age are encouraged to apply.

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