Administrative Assistant - Lobby

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.

Provides administrative support and coordination activities for a team of people, typically at Manager level.

Responsibilities

• Answering telephone, taking messages and answering routine questions.

• Maintaining vacation schedule and master schedule of whereabouts for staff.

• Maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.

• Typing and distributing communications, meeting minutes and presentations for staff.

• Facilitating domestic and international travel arrangements; assisting in payments, expense processing, and charge card reconciliation.

Minimum requirements

• Administrative, reception, front desk, check-in, customer service, or office support experience.

• Proficiency in Microsoft Excel, Outlook, Word, and other Microsoft Office applications.

• Experience greeting visitors, managing check-in processes, and providing professional customer service in a fast-paced environment.

• Experience answering multi-line phone systems, taking messages, and responding to routine inquiries.

• Experience coordinating meetings, calendars, schedules, or travel arrangements.

• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

• Demonstrated attention to detail and accuracy when entering, maintaining, and reviewing information.

• Strong verbal and written communication skills.

• Ability to work collaboratively with employees, customers, and leaders at all levels of the organization.

Preferred requirements

• Experience using DSX and/or SVMS systems preferred.

Skill Descriptors

• 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.

• 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.

• Describes non-verbal behaviors that influence the interpretation of the message.
• Cites examples of effective and ineffective communications.
• Explains the importance of effective business communication.
• Speaks/writes using correct language, mechanics, and gestures.

• 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.

• 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.

• 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.

• 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.

• Uses basic 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 an Excel spreadsheets and vice-versa.
• Compares the key differences between current and prior releases of Office.

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:

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

Caterpillar is an Equal Opportunity Employer, Including Veterans and Individuals with Disabilities. Qualified applicants of any age are encouraged to apply.

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