Executive Assistant To Senior Vp

Career Area

Administrative Support

This position supports the Senior Vice President of Global Government and Corporate Affairs Division for Caterpillar. The incumbent will perform complex administrative tasks and solve problems requiring a high level of discretion. Seeking someone with excellent interpersonal and advanced computer skills.

Principal accountabilities may include, but are not limited to the following areas:

Senior Vice President Support

• Support the SVP on GGCA professional development budget and programs, mentor programs, stretch assignment and special project opportunities to support GGCA team career and T&D efforts.
• Help monitor SVP correspondence to DC-based organizations requesting EO engagement.
• Represent Caterpillar and the SVP in interactions with stakeholder groups and executives including outreach to trade associations and business councils and attending or hosting Caterpillar-sponsored receptions or conference.
• Work with business resources on monthly budget results input to ensure YTD forecast accuracy.
• Assist with the LMT weekly call agenda and follow-up action items.
• Prepare and maintain vendor contracts and invoice reconciliation for enterprise and division accounts to ensure compliance with enterprise financial codes and practices.
• Assist the SVP in booking all corporate travel and accommodations.
• Lead SVP external meeting management and serve as point of contact for all internal scheduling requests.
• Support the SVP in managing the GGCA budget and EO budget 2231/2319/2500 accounts; monitor all sponsorships, memberships, and contributions to federal and state trade associations and business councils to ensure timely payments.
• Monitor the SVP email inbox for timely review of approvals.
• Serve as point of contact and coordinator for executive visits to Washington, DC.
• Responsible for timely reconciliation of SVP expenses in Concur.

Office Management

• Manage DC team conference room scheduling.
• Provide event support and other administrative planning and tasks for the DC office staff.
• Responsible for updating the DC office staff on communications from building management.
• Manage invoices for all DC office vendors and accounts; serve as point of contact for office maintenance, IT and required safety trainings.
• Responsible for updating mandatory signage for compliance with document retention.
• Responsible for DC office onboarding for new team members - administrative tasks (i.e. ordering a parking pass, FOB and IT accessories).
• Coordinate with the building security and concierge on any outside visitors.
• Manage all DC office administrative/IT site visits and scheduling.
• Maintain and restock office supply list for DC staff. Provide support for all meeting food and beverage set up.
• Responsible for updating team contact lists.

Global Government & Corporate Affairs Division Support

• Support the leadership team on ABP/RBM submissions.
• Provide project support on events, LSPP initiatives for GGCA team.
• Assist with GGCA AEM and town hall presentations and talking points.
• Maintain database of SOP’s for GGCA/LSPP.
• Provide organizational and editing support for the monthly reports and communications calendar.
• Coordinate with the division leadership team to produce board presentations on Caterpillar Political Action Committee (CATPAC), the Caterpillar Foundation, global government affairs advocacy work, and proposed legislation or regulations that could impact the business.
• Project lead on monthly Extended Leadership Team meetings including team support on presentations and preparation.
• Serve in advisory role in communicating with the team on multiple capacities; assist the team in editing SVP communications to achieve the appropriate tone and assist with implementing new or modified GGCA initiatives and work products.

Government Affairs Support

• Assist with the development of federal lobbying registration and disclosures report filings.
• Support the review and input of US trade and industry association memberships to ensure alignment with company priorities and to confirm that the organization is operationally sound with good governance procedures for the annual lobby report.

External Relations

• Represent Caterpillar at events including trade association programs and dinners, embassy programs, other sponsorships.
• Provide project management support for events such at “Construction on the Mall.”

Minimum Requirements

• Ability to manage workload with minimum direction and supervision
• Ability to learn and use various web-based software
• Familiar with Microsoft Excel
• Highly organized and can manage multiple high priority tasks simultaneously
• Strong verbal and written communication skills
• Proficiency in Microsoft Word, PowerPoint, Outlook, and Teams

This position is based in Washington, D.C.

This employer is not currently hiring foreign national applicants that require or will require sponsorship tied to a specific employer, such as H, L, TN, F, J, E, O.

EEO/AA Employer. All qualified individuals - Including minorities, females, veterans and individuals with disabilities - are encouraged to apply.

#LI

EEO/AA Employer. All qualified individuals - Including minorities, females, veterans and individuals with disabilities - are encouraged to apply.

Not ready to apply? Submit your information to our Talent Network here .