Executive Assistant at Caterpillar Inc. in Singapore, Singapore

Job description

• 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.
• We are looking for an Executive Assistant join our Customer Solutions Growth Regions division.
• As an executive assistant, you will play a crucial role in supporting high-level executives and ensuring the smooth operation of the organization. Your responsibilities encompass a wide range of tasks, from administrative duties to strategic coordination.

Responsibilities

• 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 executive, 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, and team gatherings in Dubai and across the region. 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.

Requirements

• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Required

• Accuracy and Attention to Detail
• Collaborating
• Effective Communications
• Flexibility and Adaptability
• Managing Multiple Priorities
• Problem Solving
• Office Administration
• Microsoft Office

Benefits

• Our goal at Caterpillar is for you to have a rewarding career. Our teams are critical to the success of our customers who build a better world. Here you earn more than just wage, because we value your performance, we offer a total rewards package that provides day one benefits along with the potential of a variable bonus. Additional benefits include paid annual leave, flexi leave, medical and insurance. (prorated based upon hire date).