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Caterpillar Inc. · 1 day ago

Administrative Assistant

Aurora, CO

Full-time

Onsite

New Grad, Entry Level

$25.10/hr - $37.60/hr

Caterpillar Inc. is a leading manufacturer of construction and mining equipment, dedicated to building a sustainable world. The Administrative Assistant will support the Mountain West US District by streamlining communication, managing meetings, and coordinating reporting processes for the team.

ConstructionMachinery ManufacturingManufacturingMechanical Engineering

No H1B

Responsibilities

Serve as the central point of contact between Caterpillar dealer-facing teams, industry partners, executive assistants, and Dealers

Schedule and manage Leadership Table meetings, Dealer Profile prep sessions, Caterpillar review meetings, and Dealer Financial Reporting System planning

Coordinate 1:1 meetings and ongoing calendar management for Caterpillar industry peers, Dealer leadership (VP, SVP, EVP, etc.) and Dealer Principals

Prepare executive summaries for SVP-level visits to Caterpillar Dealers

Log and route customer issues from CIC or other sources to appropriate representatives, ensuring proper documentation and closure

Manage DocuSign routing for legal documents requiring Dealer Principal/VP signatures

Organize Dealer recognition efforts (anniversaries, holiday cards, etc.)

Support budget reviews and Annual Business Plan (ABP) submissions

Compile and submit safety reports for the Mountain West US District

Review lease vehicle reporting

Prepare staff meeting metrics and materials

Maintain and update Caterpillar/Dealer contact lists for mailing and communication

Create and submit expense books for the Mountain West US District Director

Provide logistical support for key district events, such as the Mountain West US District Council, Marketing & Digital Conference, Fall Planning, and Annual Business Planning

Secure venues, manage catering and hospitality needs, and coordinate calendar invites and scheduling

General office administration duties (answering telephone, taking messages and answering routines questions, maintaining vacation schedule and master schedule of whereabouts for staff, 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)

Other duties as assigned by Caterpillar management from time-to-time

Qualification

Administrative experienceMicrosoft OfficeAttention to DetailEffective CommunicationProblem SolvingManaging Multiple PrioritiesOffice AdministrationFlexibilityAdaptabilityCollaborating

Required

Previous administrative experience supporting senior leadership (ex. Directors, etc.)

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

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