Administrative Assistant

Your Work Shapes the World at Caterpillar Inc. When you join Caterpillar, you are 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 do not 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.

We are looking for an Administrative Assistant (Fixed Term Contract) join our Central Europe District team working within the Europe, Africa, Middle East and Eurasia (EAME) Distribution division.

At Caterpillar, we are 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. We are exploring new ideas and opportunities – innovating to discover the breakthroughs necessary for tomorrow’s growth. Through it all, we are one team – creating and delivering world-class products, services and solutions superior to the competition.

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

• Director & Senior Leader Support: Partner closely with directors and senior leaders to provide high-level administrative 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 executive’s 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 Central Europe District. Ensure seamless logistics and a positive experience for attendees.
• Travel Arrangements: Book travel and accommodation and provide assistance with every step of the executive’s travel.
• Document Attestation and Legalization: Oversee the attestation and legalization of company documents, certificates, and other paperwork required by German 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 Munich 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.
• Office Administration: general support for office operations.

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.

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.

What we offer

From day one, you are 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, it is important to do work that matters.

Caterpillar Inc. is the world’s leading manufacturer of construction and mining equipment, off-highway diesel and natural gas engines, industrial gas turbines and diesel-electric locomotives. For nearly 100 years, we have 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 is an Equal Opportunity Employer. Qualified applicants of any age are encouraged to apply.

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