Administrative Assistant to Vice President

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.

The Administrative Assistant will support the Chief Tax Officer and the Global Tax department. The ideal candidate will be highly organized, detail-oriented, and utilize M365 tools to ensure efficient processes. This role involves scheduling, expense book reporting, budget and procurement support, as well as maintaining professionalism and confidentiality.

What You Will Do

Communication & Scheduling:

• Efficiently manage the scheduling of the Vice President and departmental needs, including arranging meetings and travel arrangements
• Prepare and edit correspondence, presentations, and other documents for the department, including drafting agendas and materials for leader meetings and department postings on Viva Engage
• Organize and prioritize incoming information, ensuring timely responses and follow-ups

Monthly Reporting & Documentation:

• Prepare and reconcile expense book reporting, ensuring accuracy and adherence to company policies and procedures
• Assist budget process through reviewing details of actuals, tracking invoices against project allocation, and contributing to budget reporting and reconciliation
• Maintain and update department contact lists for communication

Departmental Coordination:

• Manage signature requests for legal and tax documents, utilizing DocuSign for electronic signatures and UPS or couriers for physical signatures
• Support procurement activities utilizing Guided Buy and NextGen for Global Tax Statements of Work, purchase orders, and related invoicing
• Facilitate tax records storage activities such as retrievals, new box shipments, and other archiving activities
• Drive process improvements by deploying M365 tools such as workflows and Power Automate as appropriate
• Support periodic large scale team events, including cost comparison & evaluation, venue booking, and catering coordination
• General department administration duties, demonstrating a willingness to stay updated on the latest administrative methods and technology.

What You Have

• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
• 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 with various levels of the global organization.
• 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.
• Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, groups, or activities, making effective judgments as to prioritizing and time allocation.
• 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.
• 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.
• Microsoft Office: Knowledge of M365 tools; ability to use the features and functions in Microsoft Office products.

What Will Set You Apart

• Previous administrative experience supporting senior leadership (ex. Directors, etc.).
• Understanding of Coupa, NextGen, or Guided Buy procurement systems and processes
• Experience in Concur Travel and Expense
• Knowledge of Caterpillar budgeting process
• Initiative to implement M365 tools, such as Power Automate, to improve processes

Additional Information

• Location: Peoria, IL; This position requires working onsite five days a week.
• Relocation Assistance Offered: No
• US Work Authorization Sponsorship Offered: None

What You Will Get

• 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 a salary because we value your performance. We offer a total rewards package that provides benefits on day one (medical, dental, vision, RX, and 401K) along with the potential of an annual bonus. Additional benefits include paid vacation days and paid holidays.
• All qualified individuals - Including minorities, females, veterans and individuals with disabilities - are encouraged to apply.
  

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.

Final Details

Please frequently check the email associated with your application, including the junk/spam folder, as this is the primary correspondence method. If you wish to know the status of your application – please use the candidate log-in on our career website as it will reflect any updates to your status.

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Summary Pay Range:

$28.15 - $42.25

Compensation and benefits offered may vary depending on multiple individualized factors, job level, market location, job-related knowledge, skills, individual performance and experience. Please note that salary is only one component of total compensation at Caterpillar.

Benefits:

Subject to plan eligibility, terms, and guidelines. This is a summary list of benefits.

• Medical, dental, and vision benefits*

• Paid time off plan (Vacation, Holidays, Volunteer, etc.)*

• 401(k) savings plans*

• Health Savings Account (HSA)*

• Flexible Spending Accounts (FSAs)*

• Health Lifestyle Programs*

• Employee Assistance Program*

• Voluntary Benefits and Employee Discounts*

• Career Development*

• Incentive bonus*

• Disability benefits

• Life Insurance

• Parental leave

• Adoption benefits

• Tuition Reimbursement

* These benefits also apply to part-time employees

Posting Dates:

September 24, 2025 - October 2, 2025

Any offer of employment is conditioned upon the successful completion of a drug screen.

Caterpillar is an Equal Opportunity Employer, Including Veterans and Individuals with Disabilities. Qualified applicants of any age are encouraged to apply.

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