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.
Excavation Division currently has an opportunity for an experienced Administrative Assistant to join the Caterpillar team.
Position Summary:
This role provides administrative support and coordination activities for a team of people – Vice Presidents and Division CFO.
The primary responsibilities for this position will be to (but not limited to):
Travel Support:
- Have a clear understanding of travel expectations – air, ground, stay, logistics needed.
- Coordinate with travel agents for bookings.
- Proactively communication with travellers on changes, conflicts.
- Coordinate with destination local admins to ensure appropriate local transportation, building access, availability of meeting rooms.
Calendar Support:
- Scheduling of meetings.
- Update calendars with regional holidays, facility closures.
- Weekly review on potential meeting conflicts over the next 3 weeks and provide feedback to Department Heads.
- Share calendars availability and provide feedback on common availability when required.
Visa Processing Support
- Coordinate with travel agents on travel visa processing - help prepare and organize required documentation, scheduling pick up and drop off, consular interviews etc.
- Proactively plan for visa application based on travel schedules.
Expense Support
- Prepare expense reports.
- Coordinate for receipts and any other needed documentation.
- Submission of expense report ensuring compliance with Caterpillar Travel Policy.
- Reviews Department Heads’ direct reports’ expense when requested.
- Ensures reconciliation of expenses with corporate credit card and make certain that card account balance is cleared timely.
Office Support
- Be of support to peer Administrative Assistants and provide back up as needed.
- Ensure routine maintenance of equipment such as printers.
- Provide support to business visitors.
- Coordination of conference rooms, meals for group meetings in Singapore office.
- Manage inbound/outbound mails and package shipments.
Required Skill and Experience:
- 3 – 5 years of experience in related role.
- 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.
- 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.
How We Support You (Employee Benefits):
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 day one benefits along with the potential of a variable bonus. Additional benefits include paid annual leave, flexi leave, medical and insurance. (prorated based upon hire date).
The Power of Everyone
At Caterpillar, we believe each person is unique and valued, and are committed to ensuring that our workplace is diverse and representative of the many customers we serve around the globe. Different perspectives help us achieve our best work and come together to form a high-performing Caterpillar team that makes positive changes in the communities where we live and work. Learn about Caterpillar at www.caterpillar.com
If you are interested in joining our team, please apply using an English version of your CV. We look forward to meeting you!
