Administrative Assistant
hace 2 meses
**Career Area**:
Business Support Services
**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.
**Work Shapes the World at Caterpillar**
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.
**Job Summary**:
Provide administrative support and a certain level of experience and skills needed to segments of the organization. Responsibilities and tasks assigned require some use of independent judgment and initiative.
**Principal Duties and Responsibilities**:
This position may perform a variety of tasks for multiple incumbents, which will differ according to the department/Subsidiary. Among some of the tasks may be the following:
- Facilitates schedules and travel for individuals or groups supported, which includes tracking schedules and keeping calendars up-to-date, making travel arrangements, preparing expense books and expense reports, and processing invoices, as necessary.
- Facilitates the work of those supported, which includes scheduling meeting rooms, dealing with cleaning crews, keeping keys of offices and facility, ordering office supplies, dealing with vendors, and greeting visitors.
- Provides Office Services duties when applicable to meet the facility requirements including dealing with third parties vendors, which provide cleaning, copy machines, office supplies, mail delivery, cafeteria, security, landlord, disaster recovery, etc.
- Administration of the office facility and management of the requirements for proper and safe use of the office for all employees.
- Management of fleet of office and company cars, including taxes, maintenance and schedules of renewal and purchasing process.
- Coordinates small projects that support the work of individuals or groups assigned, which involves collecting information, performing research, and planning events, meetings, social gatherings.
- Prepares documents, reports and presentations.
- Assists in the interpretation and enforcement of the HR policies, practices and procedures. Ensures compliance with policies through training, coaching, audits and ongoing review of personnel actions.
- Generates various reports to meet statutory or organizational requirements.
- Assists International Service Employee’s (ISE) needs, such as visa process, work permit, housing search/negotiations, car allowances, schooling information, local market survey, etc.
**Job Requirements**:
- Knowledge of company organization with working knowledge of functions and responsibilities of the departments within the assigned administrative area.
- Knowledge of domestic and international travel services as well as scheduling techniques and guidelines involving expense reporting.
- Knowledge of Spanish and English grammar, punctuation and spelling.
- Ability to operate office equipment including a telephone system and desktop/laptop computers.
- Ability to manage multiple priorities.
- Demonstrated typing/keyboards skills.
- Knowledge of Human resources policies, practices, and procedures.
- Ability to develop and maintain good interpersonal relationships working effectively with others inside and outside the company.
- Ability to maintain high-level of confidentiality (must sign confidentiality agreement).
**Education / Experience**:
- Bachelor’s Degree or Technical Diploma in management, administration, executive assistant and related areas.
- Advanced English.
- 2-years-experience in a secretarial/administrative role
- Completion of formal secretarial training
- Knowledge of Portuguese.
**Final details**:
**The Caterpillar Code of Conduct states that we will select and place employees based on their qualifications for the job to be performed, without regard to race, religion, national origin, color, gender, gender identity, sexual orientation, age or disability. In this company we do not request pregnancy tests, nor HIV tests as requirements for employment entry, permanence or promotion.**
**Posting Dates**:
January 31, 2024 - February 8, 2024
Caterpillar is an Equal Opportunity Employer (EEO).
Not ready to apply? Join our Talent Community.
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