Administrative Assistant

Caterpillar Asia Pte Ltd; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading equipment manufacturer in Singapore is seeking an Administrative Support professional to provide comprehensive administrative assistance to the team. Responsibilities include scheduling meetings, managing communications, and preparing reports. Ideal candidates will demonstrate a strong attention to detail and excellent collaboration skills. The position is onsite, offering a rewarding total rewards package including paid leave and medical benefits.

Benefits

Paid annual leave

Flexible leave

Medical and insurance benefits

Variable bonus potential

Qualifications

• Ability to complete tasks with high levels of precision.
• Experience in productive collaborative processes.
• Effective in transmitting and interpreting ideas.

Responsibilities

• Schedule meetings and maintain calendars.
• Prepare expense books and make travel arrangements.
• Coordinate communications and prepare materials.

Skills

Attention to Detail

Collaboration

Effective Communication

Flexibility and Adaptability

Managing Multiple Priorities

Problem Solving

Office Administration

Microsoft Office

Tools

Microsoft Office

Job description

Job Summary

Provides administrative support and coordination activities to Vice Presidents and other staff in the team to allow for more efficient operations.

What You Will Do

• Schedule meetings and maintain calendars.
• Make travel arrangements.
• Prepare expense books.
• Coordinate communications by receiving and passing along e-mails, notices, etc.
• Prepare presentation materials as needed.
• Maintain records and prepare reports such as organization charts, phone lists, records retention, etc.
• Coordinate customer/dealer/consultant meetings logistics.
• Provide other routine administrative duties as required.
• Provide back-up duties for other administrative professionals as needed.

What You Have

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

• Processes limited amounts of detailed information with good accuracy.
• 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.

• Demonstrates experience participating in productive collaborative processes.
• Under guidance, initiates collaborative meetings.
• Assists in communicating shared goals with diverse groups and parties.

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.

• Listens to feedback without defensiveness and uses it for own communication effectiveness.
• 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.

• Adjusts to new or changing assignments, processes, and people.
• Identifies and considers alternative approaches to situations or problems.

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.

• Recognizes changing demands and priorities; validates changes with management.
• 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.

• 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.

• 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.

• Uses intermediate features of Office applications.

Additional Information

• Work Location: Singapore (Jurong)
• This position requires working onsite five days a week.

How We Support You (Employee Benefits)

Our goal at Caterpillar is for you to have a rewarding career. Our teams are critical to the success of our customers who build a better world. Here you earn more than just wage, because we value your performance, we offer a total rewards package that provides day one benefits along with the potential of a variable bonus. Additional benefits include paid annual leave, flexi leave, medical and insurance. (prorated based upon hire date).

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.