Administrative Assistant
Caterpillar - East Peoria, IL

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Job Number:




Administrative Assistant to a Direct within Global Information Services. The incumbent will provide a wide range of administrative support duties including but not limited to:

Managing & Coordinating Department Managers and department calendar activities;

Coordinating meeting logistics;

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs and maintaining equipment inventories;

Making travel arrangements and assisting with expense book creation;

Preparing a wide variety of correspondence and information (memos/letters and email) in response to routine requests;

In addition to the above duties, the incumbent spends a significant amount of time organizing and expediting workflow through the supervisor’s office. Job duties also require the use of advanced levels of understanding and skill in Microsoft Office. 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.

Uses discretion, judgment and initiative to continue the work responsibilities of the office in an efficient manner when the manager is unavailable. 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.

Ensures travel and lodging accommodations as required by the manager. 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 customers to Peoria, coordinates airline travel, prepares expense books and reconciles manager's expense statement.

Coordinates large conferences, special events involving customers, community leaders or business associates and employee and company events. Responsible for travel and lodging accommodations, arranging plant tours, product demonstrations, meals, etc.

Operates a personal computer for purpose of typing, scheduling meetings, calendaring of events and activities, sending and receiving messages, and uploading and downloading information utilizing various software programs.


Required Qualifications:
3-5 years administrative assistant experience;

Must be able to organize, coordinate, monitor and provide follow-up on projects and activities within Global Information Services;

Practical experience scheduling and coordinating Manager's work schedule using Lotus Notes calendaring;

Ability to create and modify Microsoft Power point presentations;

Experience with common office equipment such as printers and copiers;

Good communication skills and the ability to maintain confidentiality is essential;

Administrative Writing Skills;

Microsoft Office Skills;

Ability to organize and analyze;

Continuously exhibit professional and enthusiastic demeanor amidst challenging workload;

Proven ability to work with multiple deadlines and multiple priorities.

Desired Qualifications:
Secretarial certification

Bachelor's Degree

At Caterpillar, we share a single set of values that unite our company - integrity, excellence, teamwork and commitment.

Caterpillar is an equal opportunity employer.

Unposting Date


Jan 26, 2013, 12:59:59 AM

Primary Location


United States-Illinois-East Peoria-EPEORIA01-East Peoria Bldg AD-US



Information Technology

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