Administrative Assistant

Caterpillar Brazil; Belfast City District; Hybrid; GBP 26,000 - 32,000; Full time

Benefits offered by this job

25 days annual leave

Up to 9% bonus

Pension scheme up to 6%

Share matching 50%

Flexible benefits: health, dental, EV,

Holiday purchase

Job summary

Caterpillar is seeking an experienced Administrative Assistant to support the Facility Manager at the Springvale Facility in Belfast. You will manage diaries, coordinate communications, organize travel, maintain records and reports, and provide confidential support in a fast-paced manufacturing environment.

The role requires excellent organizational and communication skills, proficiency in Microsoft Office, and a proactive approach.

Qualifications

• Knowledge of office administration activities and ability to support local/remote teams.
• Proficiency with Microsoft Office and presentation tools.
• Strong written and verbal communication; organizational and time-management skills.

Responsibilities

• Extensive diary management and scheduling of meetings.
• Coordinate communications via email and phone.
• Prepare and process travel arrangements and expenses.
• Maintain records and prepare reports (org charts, phone lists, budgets).
• Provide confidential administrative support and handle routine duties.

Skills

Diary management

Communication

Multitasking

Attention to detail

Education

Commercial/business focused degree

Tools

Microsoft Office

Job description

Career Area: Business Services

Compensation Grade: 19

Job Title: Administrative Assistant

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.

Salary starting from £29,081 (dependent upon experience)

Location: Springvale Facility, Belfast

Benefits

• 25 days annual leave
• Up to 9% bonus
• Contributory pension scheme - Caterpillar will contribute up to 6%
• Contributory share scheme - Caterpillar will match 50% of the employee's contribution.
• Optional flexible benefits including access to health and dental care plans, EV car lease, holiday purchase.

The Opportunity

An exciting opportunity has arisen for an experienced and highly organised Administrative Assistant to support the Facility Manager within a fast-paced manufacturing environment. This is a key role responsible for ensuring the smooth day-to-day operation of administrative activities, providing confidential support, and helping to keep the facility running efficiently. You will manage complex schedules, coordinate communications, organise travel and site visits, maintain records and reports, and support a wide range of business activities. You will interact with internal stakeholders, customers, consultants, and visitors, requiring excellent communication, organisation, and attention to detail. This role offers the opportunity to make a real impact by supporting site leadership, coordinating critical administrative processes, and contributing to the success of a dynamic manufacturing facility. The position would suit a proactive individual who thrives in a busy environment, can effectively manage multiple priorities, and enjoys being a trusted and valued member of the team.

What You Will Do

• Extensive diary management, scheduling meetings and maintaining calendars.
• Coordinate communications by receiving and passing along e-mails, notices, etc.
• Assist with providing an efficient correspondence via email and phone.
• Manage expenses and processing.
• Offering a highly confidential, flexible administrative support function.
• Operate a PC and standard software programs.
• Assist with organising all UK and overseas travel arrangements.
• Maintain staff attendance records for holidays, sick days, personal time, etc.
• Prepare presentation materials as needed.
• Maintain records and prepare reports such as organization charts, phone lists, records retention, budget information, etc.
• Arrange customer/dealer/consultant visits including lodging, meals, scheduling, meetings, etc.
• Provide routine maintenance for equipment such as fax, copier, printer, etc. by adding toner, changing settings or calling for support, etc.
• Provide other routine administrative duties as required.

What You Will Have

• 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: Microsoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.
• Level Working Knowledge: Highly proficient in Microsoft office including Outlook, Word, Excel and PowerPoint: Strong ability to prepare presentation materials with excellent visual skills and presentations PowerPoint Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• Level Working Knowledge: 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: 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: 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: 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.

Top candidates will demonstrate the following:

• Competent Chinese speaker
• Experience in a global corporation
• Commercial/business focused degree

Additional Information

NB. The panel cannot make assumptions when shortlisting therefore please demonstrate your qualifications and experience on your CV relevant to the criteria outlined.

Pending the number of applications, the criteria for the position may be enhanced to facilitate shortlisting.

This position requires the candidate to work a 4-day-a-week schedule in the office (Monday-Thursday, 37.5 hours)

About Caterpillar

Caterpillar Inc. 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, we’ve been helping customers build a better, more sustainable world and are committed and contributing to a reduced-carbon future. Our innovative products and services, backed by our global dealer network, provide exceptional value that helps customers succeed.

Caterpillar is an Equal Opportunity Employer. Qualified applicants of any age are encouraged to apply. The panel cannot make assumptions when shortlisting therefore please demonstrate your qualifications and experience on your CV relevant to the criteria outlined. Pending the number of applications, the criteria for the position may be enhanced to facilitate shortlisting.

There’s more to work at Caterpillar than just the work itself. We hire smart, friendly people and it shows in our culture. We hold ourselves to high standards and make sure our values of integrity, excellence, teamwork, commitment and sustainability come to life in the way we work. We make sure our employees feel continuously challenged while also supported. We provide professional growth opportunities, including leadership programs. We celebrate the diversity of our team, while also working together as one Caterpillar. Our culture, like everything at our company, is made possible by each employee’s contribution. Person by person, we create the environment we work in, and we are proud of the Caterpillar we’ve built.