Admin Assistant & Project Coordinator

Job description

Career Area: Strategy 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. 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. Your Impact 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. 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 (PSN Campus) Function: Information Technology (IT) Career Area Administrative Support / Project Coordination 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. What You Will Do 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 • Bachelor's 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. • Strong 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 • Plannin