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.

Your Work Shapes the World

Whether it be groundbreaking products, best in class solutions or creating a lifelong career, you can do the work that matters at Caterpillar. With a 95-year legacy of quality and innovation and 150 locations in countries around the world, your impact spans the globe.

When you join Caterpillar, you are joining a team of makers, innovators, and doers. We are the people who roll up our sleeves and do the work to build a better world. We don't just talk about progress and innovation. We make it happen. And we are proud of that, because it helps our customers build and power the world we live in - the roads, hospitals, homes, and infrastructure. Without a dedicated workforce Caterpillar could not effectively meet our customer's needs. Join us.

Job Summary:

To provide advanced clerical and administrative support and relief of administrative detail to company executives, availing them the additional time for their top management responsibilities.

What You Will Do:

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 global team environment and establish working relationships inside and outside of the group.

• Coordinate internal and external meetings for multiple executives' hectic and complex calendars.

• Organize team and large offsite events as needed and assist with planning. Coordinate large conferences, special events involving customers, community leaders or business associates and employee and company events.

• General office duties as needed. 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.

• Build cross-functional relationships between departments; organize and expedite workflow through the supervisor's office.

• Schedule meetings and maintain executive's calendar with the ability to independently decide what is scheduled, and when, based on priorities. Uses discretion, judgment, and initiative to continue the work responsibilities of the office in an efficient manner when the manager is unavailable.

• Coordinate travel arrangements (domestic and international) and prepare itineraries with the ability to anticipate potential travel obstacles. 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 visitors to Illinois, coordinates airline travel, prepares expense books and reconciles manager's expense statement.

• General expense reports; reconcile corporate accounts.

• Create polished presentations and documents using Microsoft Office products. Operate a PC and standard software programs.

• Screen e-mail messages and telephone calls; judge appropriately when and how to respond, and compose professional correspondences as needed.

• Arrange customer/supplier/consultant visits including lodging, meals, scheduling, meetings, etc. Responsible for travel and lodging accommodations, arranging plant tours, product demonstrations, meals, etc.

• Handle multiple projects, meet deadlines, and work on ad hoc assignments as needed.

• Ability to recognize and maintain the confidentiality of work materials. 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.

• Willingness to take initiative and ownership of projects, as needed; provide back-up support for other assistants when required.

What Skills You Will Have:

Accuracy and Attention to Detail:

• 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.

• Superior attention to detail and ability to meet tight deadlines.

Collaborating:

• 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.

• High level of integrity and discretion.

Effective Communications:

• 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.

• Strong organizational, communication, interpersonal, and analytical skills.

Flexibility and Adaptability:

• 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.

• Ability to work effectively with minimal supervision.

Managing Multiple Priorities:

• 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.

• Ability to complete complex tasks quickly with little to no guidance and react with appropriate urgency to situations that require a quick turnaround.

Problem Solving:

• 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:

• Arranges meetings, schedules rooms, equipment, refreshments, etc.

• Operates and maintains standard office equipment such as copiers, scanners, phones.

• Distributes internal and external correspondence to appropriate recipients.

• Coordinates travel arrangements and expense reimbursements.

• Orders, stocks and distributes office supplies.

Microsoft Office:

• Uses intermediate 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 Excel spreadsheets and vice-versa.

• Compares the key differences between current and prior releases of Office.

Additional Information

The location for this position is Mossville, IL

Relocation assistance is not available for this position. Any relocation costs incurred would be the responsibility of the selected candidate.

This position will require up to 10% travel.

What You Will Get:

Our goal at Caterpillar is for you to have a rewarding career. Our teams are critical to the success of our customers who build a better world. Here you earn more than just wage, because we value your performance, we offer a total rewards package that provides:

• Competitive Base Salary

• Annual incentive bonus plan*

• Medical, dental, and vision coverage

• Paid time off plan (Vacation, Holiday, Volunteer, Etc.)

• 401k savings plan

• Health savings account (HSA)

• Flexible spending accounts (FSAs)

• Short and long-term disability coverage

• Life Insurance

• Paid parental leave

• Healthy Lifestyle Programs

• Employee Assistance Programs

• Voluntary Benefits (Ex. Accident, Identity Theft Protection)

• Subject to annual eligibility and incentive plan guidelines.

Final details

Please frequently check the email associated with your application, including the junk/spam folder, as this is the primary correspondence method. If you wish to know the status of your application - please use the candidate log-in on our career website as it will reflect any updates to your status.

This employer is not currently hiring foreign national applicants that require or will require sponsorship tied to a specific employer, such as H, L, TN, F, J, E, O. As a global company, Caterpillar offers many job opportunities outside of the U.S. which can be found through our employment website at www.Caterpillar.com/Careers.

For more information, visit caterpillar.com. To connect with us on social media, visit caterpillar.com/social-media

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Posting Dates:

May 1, 2024 - May 8, 2024

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

EEO/AA Employer. All qualified individuals - Including minorities, females, veterans and individuals with disabilities - are encouraged to apply.

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