Administrative Assistant

Descripción

Career Area:

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.

Organize. Connect. Drive Execution.

Bring your executive support expertise, your bias for action, and your curiosity for smarter ways of working to Caterpillar’s Distribution Services Division, Europe Region. In this role, administration is the operating rhythm that helps leaders move faster, align teams, support Cat® dealers, and deliver on work that matters.

Who We Are

Caterpillar’s Distribution Services Division, Europe Region, works at the center of one of Caterpillar’s greatest strengths, the independent Cat® dealer network. As Caterpillar executes its Strategic Plan for Profitable Growth, Distribution Services plays a critical role in helping align strategy and execution, strengthen dealer engagement, improve customer outcomes, and support growth across industries and service territories.

Our work is closely connected to Commercial Excellence, Dealer of the Future, Segment Growth Councils, Differentiated Dealer Capabilities, dealer governance, and the disciplined execution needed to help Caterpillar and Cat® dealers serve customers with greater speed, clarity, and impact.

Role Summary

The Administrative Assistant will provide dedicated support to the Vice President, Distribution Services Division, Europe Region, and the broader leadership team. This is a high-impact administrative role supporting a regional executive office that operates across multiple countries, stakeholders, dealer-facing activities, internal leadership forums, and strategic initiatives.

In this role, you will help keep the organization moving. You will manage complex calendars, coordinate executive travel, support dealer governance meetings, prepare materials for leadership sessions, maintain critical contact lists and SharePoint resources, assist with communications, support meeting follow-up, and help create the structure that allows leaders and teams to focus on execution.

The work is fast-paced, highly visible, and connected to some of Caterpillar’s most important priorities in Europe. The core of the role remains strong administrative and executive support, requiring precision, judgment, discretion, proactive coordination, and the ability to anticipate what is needed before it becomes urgent.

What You Will Do

Executive Support: Provide proactive administrative support to the Vice President, Distribution Services Division, Europe Region, and selected leadership team members, helping manage priorities, prepare for key engagements, and keep actions moving.

Calendar and Operating Rhythm: Manage complex calendars, leadership routines, meeting cadence, and schedule changes for the Vice President, Distribution Directors, and relevant DSD Europe stakeholders.

Dealer Governance and Strategic Meetings: Coordinate dealer governance meetings, including Segment Growth Councils, leadership reviews, Europe and VIP meetings, and other senior forums involving Caterpillar leaders and Cat® dealer stakeholders.

Meeting Preparation and Follow-Up: Prepare agendas, coordinate pre-reads, consolidate materials, capture minutes and actions where required, and follow up with stakeholders to support disciplined execution.

Communications Support: Draft, format, coordinate, and circulate internal updates, Viva Engage posts, dealer-related communications, announcements, and leadership messages on behalf of the Vice President and Distribution Directors.

Travel and Logistics: Manage end-to-end travel bookings, accommodation, visa letters, meeting logistics, team trips, extended team meetings, regional events, and visitor arrangements for the DSD Europe team.

Stakeholder Coordination: Work closely with EAME VP administrative assistants, dealer executive assistants, internal teams, and regional stakeholders to ensure alignment, responsiveness, and a professional experience for all participants.

Information and Contact Management: Maintain and update the Europe dealer contact list, DSD Europe coverage contact list, representatives mailing lists, representative coverage information, dealer codes, and relevant SharePoint pages.

Event and Team Support: Support regional employee meetings, extended team meetings, the annual Europe regional All Employee Meeting, leadership sessions, team celebrations, and selected training or development initiatives.

Innovation and Continuous Improvement: Use tools such as Microsoft 365 Copilot, SharePoint, Viva Engage, and other digital solutions to simplify work, automate repetitive tasks, improve document quality, and make administrative processes faster and more reliable. The Strategic Plan for Profitable Growth emphasizes transforming how we work through technology-enabled, simplified and standardized processes.

What We’re Looking For

• Proven experience as an Administrative Assistant, Executive Assistant, or similar role supporting senior leadership.

• Strong organizational discipline, with the ability to manage multiple priorities, deadlines, stakeholders, and last-minute changes without losing accuracy.

• Excellent written and spoken English. Any additional European language is a strong advantage.

• Strong communication skills, with the ability to interact professionally with senior leaders, internal teams, Cat® dealer representatives, and external visitors.

• High attention to detail, sound judgment, discretion, and the ability to handle confidential or sensitive information appropriately.

• A proactive mindset, with the confidence to anticipate needs, identify gaps, follow up constructively, and keep work moving.

• Curiosity for digital tools, automation, and smarter ways of working, especially Microsoft 365 tools, SharePoint, Viva Engage, and Copilot.

• Comfort working in an international, multicultural, fast-paced environment.

What You Have, Basic Skills Required

• Accuracy and Attention to Detail: Completes work with precision, checks outputs carefully, and protects the quality of executive communications and materials.

• Collaboration: Works constructively across teams, functions, countries, and stakeholder groups to support shared outcomes.

• Effective Communication: Communicates clearly, professionally, and with the right level of urgency.

• Flexibility and Adaptability: Adjusts quickly to changing priorities, executive schedules, travel needs, and stakeholder expectations.

• Managing Multiple Priorities: Balances competing demands while keeping key actions, meetings, and deadlines on track.

• Problem Solving: Uses practical judgment to identify issues, propose solutions, and remove friction from daily operations.

• Digital Curiosity: Looks for opportunities to simplify, automate, and improve administrative processes using available tools.

Additional Information

This position requires 5 days of on-site presence at the Geneva office.

Limited travel may be required, approximately 10% of working time.

A valid Swiss work permit, Swiss citizenship, or EU-25/EFTA citizenship is required for this position.

What We Offer

From day one, you will be part of a global company with meaningful work, strong values, helpful training, experienced colleagues, and opportunities to grow. You will support leaders and teams working on priorities that matter to Caterpillar, to our customers, and to the independent Cat® dealer network.

Caterpillar 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, Caterpillar has helped customers build a better, more sustainable world. Our innovative products and services, supported by the global Cat® dealer network, provide exceptional value that helps customers succeed.

You power our success, and we are committed to empowering yours. When your work helps leaders move faster, teams stay aligned, and customers receive better support, you are doing work that matters.

We value authenticity and encourage candidates to submit original, personally crafted responses throughout our hiring process. Use of AI-generated content may disadvantage your application.

#LI

Posting Dates:

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

Not ready to apply? Join our Talent Community.