Admin Assistant & Project Coordinator
Caterpillar Financial Services Corporation
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Benefits offered by this job
Job summary
Caterpillar IT India, based in Bangalore, seeks an experienced Project Coordinator (Admin Assistant & Project Coordinator) to deliver administrative, operational, and coordination support to the leadership team in India. You will manage complex calendars, plan meetings, arrange travel, and support employee engagement efforts.
The role involves coordinating across global teams, assisting with onboarding, training, vendor management, and creating leadership briefing materials.
Qualifications
- Bachelor's degree in Business, Arts, Commerce, Science, or a related field.
- 3+ years of experience supporting senior leaders, executives, or leadership teams in a multinational organization.
- Strong verbal and written communication skills in English.
- Excellent organizational and time-management skills.
Responsibilities
- Manage complex calendars and scheduling activities for Caterpillar IT leaders.
- Coordinate meetings, leadership reviews, town halls, and executive engagements.
- Arrange travel bookings, itineraries, accommodations, and expense-related coordination.
- Support visa processing and international travel documentation requirements.
- Manage leadership correspondence, meeting logistics, and follow-up activities.
- Coordinate visitor management activities, including executive visits and customer engagements.
Skills
Education
Tools
Job description
Strategy
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.
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.
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 seeking an experienced
This position requires candidate to work a 5-day -a -week schedule.
Function: Information Technology (IT)
Caterpillar IT India is seeking a highly organized, proactive, and customer-focused Project Coordinator (Admin Assistant & Project Coordinator) to provide administrative, operational, and coordination support to the Caterpillar IT leadership team in India. This role will serve as a key point of contact for leadership support activities and help ensure the smooth execution of day-to-day business operations and employee engagement activities.
- Manage complex calendars and scheduling activities for Caterpillar IT leaders.
- Coordinate meetings, leadership reviews, town halls, and executive engagements.
- Arrange travel bookings, itineraries, accommodations, and expense-related coordination.
- Support visa processing and international travel documentation requirements.
- Manage leadership correspondence, meeting logistics, and follow-up activities.
- Coordinate visitor management activities, including executive visits and customer engagements.
- Organize All Employee Meetings, leadership forums, workshops, and team events.
- Coordinate logistics, facility arrangements, catering, communications, and attendee management.
- Support onboarding activities for new employees and visitors.
- Assist with employee engagement programs, recognition activities, and leadership communications.
- Coordinate employee office transportation requirements for leadership-sponsored events and visitors.
- Partner with facilities, security, and workplace services teams to ensure a seamless employee and visitor experience.
- Support meeting room reservations, workspace planning, and event logistics.
- Coordinate employee training registrations, learning programs, and leadership development activities.
- Track training completion and support reporting requirements.
- Work with internal stakeholders to execute training and knowledge-sharing sessions.
- Coordinate with vendors and service providers for administrative and operational activities.
- Monitor vendor deliverables and help ensure compliance with agreed service levels.
- Support invoice processing, purchase requests, and other business operations activities as required.
- Maintain records, documentation, and reporting related to administrative processes.
- Support leadership initiatives through meeting coordination, action item tracking, and status reporting.
- Assist with project planning, scheduling, and organizational activities.
- Prepare presentations, reports, dashboards, and executive briefing materials.
- Coordinate across global teams to help drive timely execution of key deliverables.
- Bachelor's degree in Business, Arts, Commerce, Science, or a related field.
- 3+ years of experience supporting senior leaders, executives, or leadership teams in a multinational organization.
- Strong verbal and written communication skills in English.
- Excellent organizational and time-management skills.
- Proficiency in Microsoft Office applications, including Outlook, PowerPoint, Excel, Word, and Teams.
- Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
- Experience supporting global leadership teams and working across multiple time zones.
- Experience coordinating executive travel, visa processing, and international visitor management.
- Strong stakeholder management and relationship-building skills.
- Experience organizing large employee events, town halls, and leadership meetings.
- Knowledge of vendor management and business operations processes.
- Self-starter with the ability to work independently and handle confidential information with discretion.
- Executive Presence
- Communication & Collaboration
- Planning & Organization
- Customer Focus
- Problem Solving
- Attention to Detail
- Confidentiality & Professionalism
- Initiative & Ownership
The successful candidate will become a trusted partner to the Caterpillar IT leadership team, ensuring seamless administrative operations, outstanding employee and visitor experiences, effective event execution, and strong coordination across global stakeholders.
Occasional domestic and international travel may be required.
Bangalore, India (PSN Campus)
Project Coordinator / Administrative Assistant – Caterpillar IT India Leadership Support Team
Business Acumen: Knowledge of business concepts, tools, and processes that are needed for making sound decisions in the context of the company's business; ability to apply this knowledge appropriately to diverse situations.
- Works to understand the business priorities of internal and external clients.
- Describes profitability drivers and considerations.
- Describes desired or actual business results in measurable scales or terms.
- Explains how the organization makes money.
Knowledge of effective planning techniques and ability to contribute to operational (short term), tactical (1-2 years) and strategic (3-5 years) planning in support of the overall business plan.
- Contributes to short-term operational plans.
- Anticipates and adapts to plan changes.
- Monitors progress of work against plan as required to meet objectives.
- Reports variances and makes agreed-upon corrections.
- Under guidance, develops tactical plan for own direct responsibility.
Knowledge of business process improvement tools and techniques; ability to understand, monitor, update, control, or enhance existing business or work processes.
- Interprets process flow diagrams.
- Explains differences between a process and a project.
- Identifies process management initiatives in own area.
- Describes key business processes in own area.
Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
- Demonstrates a basic understanding of the concept of collaborative processes.
- Explains the concept of collaboration as applicable to organizations.
- Provides examples of how collaboration has helped achieve organizational goals.
- Contrasts collaborative with competitive operating styles in organizations.
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.
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.
Knowledge of effective project management strategies and tactics; ability to plan, organize, monitor, and control projects, ensuring efficient utilization of technical and administrative resources to achieve project objectives.
- Provides input for Gantt or PERT charts or their equivalent to track project progress and status.
- Under guidance, plans and estimates simple projects.
- Assists in detailed project plans including cost, schedule, and resource requirements.
- Obtains information from stakeholders during the planning stage of a project.
- Produces standard project status reports.
Knowledge of tools, techniques and processes for gathering and reporting data; ability to practice them in a particular department or division of a company.
- Identifies the key objectives of gathering data.
- Describes alternative data-gathering techniques and tools.
- Applies basic data-gathering methodologies.
- Identifies key sources of needed information.
- Work Life Harmony
- Earned and medical leave.
- Relocation assistance
- Personal and professional development through Caterpillar ‘s employee resource groups across the globe
- Career developments opportunities with global prospects
- Medical coverage -Medical, life and personal accident coverage
- Employee mental wellness assistance program
- Employee investment plan
- Pay for performance -Annual incentive Bonus plan.
Caterpillar
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