{"id":3062948,"url":"https://alion.io/job/caterpillar-administrative-assistant-8","title":"Administrative Assistant","company":{"id":176554,"name":"Caterpillar","domain":"caterpillar.com","url":"https://alion.io/company/caterpillar","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":88,"open_postings":37,"ghost_share":0,"stale_share":0.486,"repost_share":0,"time_to_fill_p50_days":35,"computed_at":"2026-10-25T05:49:26Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Australia"],"countries":["AU"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":49000,"max_usd":83000,"period":"year","method":"role_country_seniority_unknown","sample_n":138},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Excel","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-22T07:10:37Z","employer_posted_date":"2026-10-22","last_verified_at":"2026-10-24T15:35:07Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Career Area:\nBusiness ServicesJob Description:\nYour Work Shapes the World at Caterpillar Inc.\nWhen 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.\nThis role is being reposted due to internal job changes. \nRole Definition\nProvides administrative support and coordination activities for a team of people, typically at Director level.\nResponsibilities\nAnswering telephone, taking messages and answering routine questions.\nMaintaining vacation schedule and master schedule of whereabouts for staff.\nMaintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.\nTyping and distributing communications, meeting minutes and presentations for staff.\nAssisting in payments, expense processing, and charge card reconciliation.\nDegree Requirement\nDegree or equivalent experience desired\nSkill Descriptors\nAccuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.\nLevel Working Knowledge: \nAccurately gauges the impact and cost of errors, omissions, and oversights.\nUtilizes specific approaches and tools for checking and cross-checking outputs.\nProcesses limited amounts of detailed information with good accuracy.\nLearns from mistakes and applies lessons learned.\nDevelops and uses checklists to ensure that information goes out error-free.\nCollaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.\nLevel Working Knowledge: \nDemonstrates experience participating in productive collaborative processes.\nUnder guidance, initiates collaborative meetings.\nAssists in communicating shared goals with diverse groups and parties.\nHelps promote collaboration across generations, functions, regions, and levels.\nHelps solve business problems and meet business goals through collaborative processes.\nEffective 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.\nLevel Working Knowledge: \nDelivers helpful feedback that focuses on behaviors without offending the recipient.\nListens to feedback without defensiveness and uses it for own communication effectiveness.\nMakes oral presentations and writes reports needed for own work.\nAvoids technical jargon when inappropriate.\nLooks for and considers non-verbal cues from individuals and groups.\nFlexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.\nLevel Working Knowledge: \nAdjusts to new or changing assignments, processes, and people.\nDemonstrates willingness to listen to other opinions.\nProvides examples of shifting from task to task.\nIdentifies and considers alternative approaches to situations or problems.\nAccepts new or radical ideas with an open mind; avoids snap reactions.\nManaging 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.\nLevel Working Knowledge: \nRecognizes changing demands and priorities; validates changes with management.\nObtains information about how current assignments contribute to organizational goals.\nCompletes current work according to assigned priorities.\nResponds to day-to-day operational priorities while still making progress on project work.\nPerforms at least 2-3 concurrent activities without reducing productivity.\nProblem 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.\nLevel Basic Understanding: \nExplains the value of a disciplined approach to problem solving.\nDescribes problem reporting and escalation practices.\nUtilizes accepted procedures for problem analysis and resolution.\nIdentifies key aspects of problem-solving techniques used in own area.\nOffice Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.\nLevel Working Knowledge: \nArranges meetings, schedules rooms, equipment, refreshments, etc.\nOperates and maintains standard office equipment such as copiers, faxes, phones.\nDistributes internal and external correspondence to appropriate recipients.\nCoordinates travel arrangements and expense reimbursements.\nOrders, stocks and distributes office supplies.\nMicrosoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.\nLevel Working Knowledge: \nUses basic features of two or more Office applications.\nDifferentiates tradeoffs between using Word and PowerPoint for developing a presentation.\nOperates basic Microsoft desktop applications to achieve certain requirements.\nConverts Word tables to an Excel spreadsheets and vice-versa.\nCompares the key differences between current and prior releases of Office.\nAdditional Information\nForeign national applicants that require or will require sponsorship will not be considered. Full, unlimited Australian Working Rights required to apply.\nThis Job Description is intended as a general guide to the job duties for this position and is intended for the purpose of establishing the specific salary grade. It is not designed to contain or be interpreted as an exhaustive summary of all responsibilities, duties and effort required of employees assigned to this job. At the discretion of management, this description may be changed at any time to address the evolving needs of the organization. It is expressly not intended to be a comprehensive list of “essential job functions” as that term is defined by the Americans with Disabilities Act.\nPosting Dates:\nOctober 22, 2026 - November 11, 2026Caterpillar is an Equal Opportunity Employer. Qualified applicants of any age are encouraged to apply\nNot ready to apply? 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