Administrative Assistant

Caterpillar; Chennai; On-site; INR 240,000 - 360,000; Full time

Job summary

Caterpillar is seeking an administrative support professional to provide coordination and clerical assistance to a team. The role involves answering calls, maintaining staff schedules, and preparing documents for meetings and travel arrangements.

Ideal candidates will have a degree or equivalent experience and demonstrate accuracy, collaboration, and strong communication. Relocation options and visa sponsorship not available for this position.

Qualifications

• Degree or equivalent experience required or preferred.
• Strong attention to detail and accuracy in tasks.
• Ability to collaborate with diverse teams and stakeholders.
• Excellent written and oral communication skills.
• Proven ability to manage multiple priorities and small projects.

Responsibilities

• Answering telephone and messages; respond to routine questions.
• Maintain vacation and staff whereabouts schedules.
• Keep policy manuals up-to-date and disseminate memos and minutes.
• Prepare and distribute presentations and documents for staff.
• Coordinate domestic and international travel; assist with payments and expense reports.

Skills

Accuracy and detail

Collaboration

Effective communication

Flexibility and adaptability

Managing priorities

Problem solving

Office administration

Microsoft Office

Education

Degree or equivalent experience

Tools

Microsoft Office

Job description

Career Area

Business Services

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.

Role Definition

Provides administrative support and coordination activities for a team of people.

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 memos, meeting minutes and presentations for staff.
• Facilitating domestic and international travel arrangements; 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 spreadsheet and vice-versa.
• Compares the key differences between current and prior releases of Office.

Relocation is available for this position. Visa Sponsorship is not available for this position.

Posting Dates

November 3, 2026 - November 16, 2026

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

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