Administrative Assistant

Career Area:

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar yourejoining 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 dontjust 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.

We are looking for an Administrative Assistant join our Middle East and Eurasia Region Distribution team working within the Europe Africa Middle East and Eurasia (EAME) Distribution division.

At Caterpillar were committed to our customers who build a better more sustainable world with our products services and solutions. We understand and show the value of why they should choose us. Were exploring new ideas and opportunities innovating to discover the breakthroughs necessary for tomorrows growth. Through it all we are one team creating and delivering world-class products services and solutions superior to the competition. Learn more about the Caterpillar Experience.

About the Europe Africa Middle East and Eurasia Distribution Division

This team manages Cat distribution across Europe Africa the Middle East and Eurasia. The division provides clear guidance and support across all Cat dealers in the region to ensure their strong performance and their execution of the segment growth strategies. The division also delivers superior customer experiences profitable services growth and industry leadership.

Role Definition: As an admin assistant you will play a crucial role in supporting high-level executives and ensuring smooth operation of the organization. Your responsibilities encompass a wide range of tasks from administrative duties to strategic coordination.

What You Will Do:

• C-Suite Collaboration: Work closely with C-Suite executives providing indispensable support. Understand their priorities anticipate their needs and proactively address challenges.
• Calendar Management: Organize and maintain complex calendars balancing meetings appointments and travel arrangements. Prioritize conflicting demands effectively.
• Communication: Handle internal communications on behalf of the executives ensuring timely responses and maintaining professionalism. Internal announcements publications stakeholder communications.
• Meeting Preparation: Prepare thoroughly for meetings including researching topics creating agendas collating relevant materials presentations speeches and support with all employee meetings.
• External Liaison: Interact with partners stakeholders and other staff members including supporting the purchasing team. Represent the executives office professionally and build strong relationships.
• Large-Scale Events: Support the planning and execution of significant events such as conferences board meetings networking sessions and team gatherings across the region (Dubai Almaty and Riyadh). Ensure seamless logistics and a positive experience for attendees.
• Travel Arrangements: Book travel and accommodation and provide assistance with every step of the executives travel.
• Document Attestation and Legalization: Oversee the attestation and legalization of company documents certificates and other paperwork required by Saudi authorities.
• License and Permit Management: Assistance in obtaining and renewing business licenses permits and approvals from relevant government bodies.
• Compliance Policy and Procedure Monitoring: Monitor regulatory changes and updates to ensure the company adheres to all applicable laws regulations and policies and advise on adjustments when necessary.
• Business Invitation Letters: Assist with reviewing issuing of business invitation letters to Caterpillar employees visiting the Saudi Office.
• Admin SharePoint Site: Managing the office Admin SharePoint Page to ensure up to date information related to office and events are shared to the relevant audience
• Supporting with onboarding: Facilitating Admin Induction. Maintaining IT & other office supplies / inventory.

What You Have (Basic Skills Required):

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.

Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.

Level Working Knowledge:

• 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.

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.

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.

Level Working Knowledge:

• 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.

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.

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.

Level Basic Understanding:

• 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.

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.

Microsoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.

Level Working Knowledge:

• 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.

What we offer:

From day one youre set up to thrive at Caterpillar: helpful training relatable mentors global experience competitive salary package work-life balance and the growth opportunities you expect with a Fortune 100 company.

You power our success and we are committed to empowering yours. After all when your work can impact the entire world its important to do work that matters.

About Caterpillar

Caterpillar Inc. is the worlds leading manufacturer of construction and mining equipment off-highway diesel and natural gas engines industrial gas turbines and diesel-electric locomotives. For 100 years weve been helping customers build a better more sustainable world and are committed and contributing to a reduced-carbon future. Our innovative products and services backed by our global dealer network provide exceptional value that helps customers succeed. Caterpillar does business on every continent principally operating through three primary segments Construction Industries Resource Industries and Energy & Transportation and providing financing and related services through our Financial Products segment.

Posting Dates:

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

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