Administrative Assistant

Solar Turbines Graduate / Intern; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Caterpillar Inc. is seeking an organized administrator to support a director-level team, coordinating schedules and communications across the department.

You will answer calls, manage vacation and whereabouts, maintain policy manuals, prepare minutes and presentations, and assist in payments and expense processing.

Qualifications

• Degree or equivalent experience desired.
• Proven accuracy and attention to detail.
• Ability to collaborate with diverse groups.
• Effective written and oral communication.
• Ability to manage multiple priorities and adapt.
• Experience with office administration duties.
• Proficient with Microsoft Office.

Responsibilities

• Answering telephone, taking messages and answering routine questions.
• Maintaining vacation schedule and master schedule of whereabouts for staff.
• Maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.
• Typing and distributing communications, meeting minutes and presentations for staff.
• Assisting in payments, expense processing, and charge card reconciliation.

Skills

Accuracy & detail

Collaboration

Effective communications

Flexibility & adaptability

Managing multiple priorities

Problem solving

Office administration

Education

Degree or equivalent experience

Tools

Microsoft Office

Job description

Full time

4d ago , from Solar Turbines Graduate / Intern

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar, you'rejoining 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'tjust 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.

This role is being reposted due to internal job changes.

Role Definition

Provides administrative support and coordination activities for a team of people, typically at Director level.

Responsibilities

• Answering telephone, taking messages and answering routine questions.
• Maintaining vacation schedule and master schedule of whereabouts for staff.
• Maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.
• Typing and distributing communications, meeting minutes and presentations for staff.
• Assisting in payments, expense processing, and charge card reconciliation.

Degree Requirement

Degree or equivalent experience desired

Skill Descriptors

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

Level Working Knowledge

• 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.

Level Working Knowledge

• 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.

Level Working Knowledge

• 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.

Level Working Knowledge

• 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.

Level Working Knowledge

• 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.

Level Basic Understanding

• 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.

Level Working Knowledge

• 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.

Level Working Knowledge

• 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.

Additional Information

Foreign national applicants that require or will require sponsorship will not be considered. Full, unlimited Australian Working Rights required to apply.

This Job Description is intended as a general guide to the job duties for this position and is intended for the purpose of establishing the specific salary grade. It is not designed to contain or be interpreted as an exhaustive summary of all responsibilities, duties and effort required of employees assigned to this job. At the discretion of management, this description may be changed at any time to address the evolving needs of the organization. It is expressly not intended to be a comprehensive list of “essential job functions” as that term is defined by the Americans with Disabilities Act.

Posting Dates:

October 22, 2026 - November 11, 2026

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