Admin Assistant & Project Coordinator

Job Summary

We are seeking an experienced

The preference for this role is to be based out of Bangalore - Caterpillar PSN

This position requires candidate to work a 5-day -a -week schedule.

Project Coordinator / Administrative Assistant - Caterpillar IT India

Location: Bangalore, India

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.

Responsibilities

Executive Administrative Support

• 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.

Employee Leadership Event Coordination

• 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.

Transportation Facilities Coordination

• 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.

Training Learning Administration

• 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.

Vendor Business Operations Management

• 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.

Project Coordination

• 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.

Basic Qualifications

• Bachelors 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.

Top Candidates Will Also Have

• Experience supporting global leadership teams and working across multiple time zones.
• Experience coordinating executive travel, visa processing, and international visitor management.
• 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.

Key Competencies

• Executive Presence
• Communication Collaboration
• Planning Organization
• Customer Focus
• Problem Solving
• Attention to Detail
• Confidentiality Professionalism
• Initiative Ownership

What Success Looks Like

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.

Travel Requirement: Occasional domestic and international travel may be required.

Work Location: Bangalore, India

Skill Descriptors

Business Acumen: Knowledge of business concepts, tools, and processes that are needed for making sound decisions in the context of the company\u2019s business; ability to apply this knowledge appropriately to diverse situations.

Level Basic Understanding:

• 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.

Planning: Tactical, Strategic: 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

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.