Administrative Assistant – Americas Distribution Services

About the role

The Americas Distribution Services Division (ADSD) at Caterpillar is seeking an Administrative Assistant to serve as the primary office coordinator. This role ensures smooth daily operations and provides high‑quality administrative support to leaders, business partners, and employees across the division.

Key responsibilities

• Manage executive calendars, arrange travel, process expenses, and coordinate meetings.
• Prepare and distribute communications, presentations, and updates for internal stakeholders.
• Act as the main point of contact for employees, vendors, building management, and visitors.
• Oversee office supplies, equipment, mail, shipping/receiving, and vendor payments.
• Track office budgets, handle accounts payable/receivable, and monitor expense reporting.
• Coordinate facilities, safety, and maintenance activities to maintain a compliant workplace.
• Partner with IT and facilities teams to resolve technology, workspace, and equipment needs.
• Support onboarding logistics for new hires, including workspace setup and technology requests.

Required profile

• Strong attention to detail and commitment to accurate execution of logistics, expenses, and communications.
• Excellent communication skills to ensure clear, timely information flow among leaders, teams, vendors, and visitors.
• Flexibility and adaptability to thrive in a changing environment.
• Ability to manage multiple priorities and projects simultaneously.

Required skills

• Proficiency in standard office software (e.g., Microsoft Office suite).
• Experience with calendar management, travel coordination, and expense processing.
• Knowledge of basic budgeting, accounts payable/receivable, and vendor management.

What we offer

• Opportunity to work within a global, innovative organization.
• Collaborative team environment focused on sustainability and community impact.
• Professional development and growth within Caterpillar’s extensive network.