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.

Join as Our Admin Assistant
Are you a master of multitasking with a passion for people? Our LSPP team is on the hunt for a sharp and organized Admin Assistant to keep our lawyers smiling. You'll be the go-to person for document prep, schedule tracking, trip arrangement and making sure nothing slips through the cracks. If you love organized chaos, thrive in fast-paced environments, and enjoy being the glue that holds a team together — we want you

Responsibilities

1.Manage the master schedule and coordinate key meetings and events, ensuring seamless planning and timely execution.

2.Arrange domestic and international travel, including booking, payment assistance, and expense processing.

3.Support visits from oversea other leaders to China, providing logistical and administrative assistance.

4.Assist with event logistics, from preparation to on-site coordination.

5.Prepare and distribute memos, meeting minutes, and presentations, ensuring clear communication across the team.

6.Support the budget preparation process and vendor payment process.

Skill Descriptors

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.
Level Working Knowledge:

• 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.

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.
Level Working Knowledge:

• 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.

Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
Level Working Knowledge:

• 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.
 

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.
Level Working Knowledge:

• 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.

This 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.

Posting Dates:

Caterpillar is an Equal Opportunity Employer.  Qualified applicants of any age are encouraged to apply

Not ready to apply? Join our Talent Community.