Title: Administrative Assistant / Executive Assistant
Location: Harbor Point, MD (21202) – 4 days per week onsite
Duration: 6 months
Pay Rate: $24/hour W2 + Benefits
Job Description:
We are seeking an Administrative Assistant / Executive Assistant to provide high-level administrative support for a busy office. This position will be 75% fulfillment-focused and 25% administrative, requiring excellent organizational skills, attention to detail, and the ability to manage multiple priorities.
Key Responsibilities:
Perform general office duties including ordering supplies, maintaining records, and basic bookkeeping.
Prepare invoices, reports, memos, letters, financial statements, and other documents.
File and retrieve corporate documents, records, and reports.
Open, sort, and distribute incoming correspondence including faxes and emails.
Draft responses to routine correspondence and inquiries.
Qualifications (Required):
High school diploma or GED.
2–4 years of administrative or office experience.
Proficiency with Microsoft Word, Excel, and PowerPoint.
Strong written and verbal communication skills.
Ability to work independently, manage time effectively, and maintain confidentiality.
Excellent interpersonal and customer service skills.
Qualifications (Desired):
Previous experience balancing administrative and fulfillment responsibilities.
Read LessRole Mandate:
This person will perform a variety of administrative and office tasks, supporting 5 or more executives or managers. This role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.
Team Structure:
There is one other admin assistant who will train them but work will be mostly independent.
Role Responsibilities:
• Acts as office coordinator by managing on-site issues
• Orders all kitchen and office supplies
• Maintains guest and kitchen areas
• Leads the planning, coordinating, and implementing team events
• Provides administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
• Builds effective relationships with internal/external stakeholders.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Dispatches outgoing communications.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Thinks creatively and proposes new solutions.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Broader work or accountabilities may be assigned as needed.
Must Have Skills:
• 1-3 years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and
• post-secondary degree in related field of study.
• Specialized knowledge from education and/or business experience.
• Verbal & written communication skills - In-depth.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Attention to detail & organizational skills – In-depth
Nice to Have Skills:
• Excel proficiency
• Post-secondary degree in related field of study
• Salesforce experience
• Previous financial industry experience
Title: Administrative/Executive Assistant 2
Location: Irving, TX – 75039
Duration: 12 months
Pay Rate: $18–19.50/hr (W2 + Benefits) or $22/hr (C2C)
Job Description:
The Administrative/Executive Assistant 2 will provide high-level administrative support to leaders and teams by managing scheduling, coordinating meetings, handling correspondence, and performing general office functions. This role requires strong organizational skills, attention to detail, and the ability to work with discretion and confidentiality in a collaborative office environment.
Key Responsibilities:
Manage scheduling and calendar coordination, including global travel and in-person meetings.
Perform general office duties such as ordering supplies, maintaining records management systems, and basic bookkeeping.
Prepare invoices, reports, memos, letters, financial statements, and other documents.
File and retrieve corporate documents, records, and reports.
Open, sort, and distribute correspondence, including faxes and emails.
Draft responses to routine inquiries.
Arrange accommodations for team meetings, dealer visits, and team-building events.
Qualifications (Required):
High school diploma or GED.
2–4 years of administrative or executive assistant experience.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Strong verbal and written communication skills.
Ability to work independently and manage time effectively.
Demonstrated discretion and ability to maintain confidentiality.
Qualifications (Desired):
Experience with SharePoint, Microsoft Teams, and presentation design.
Experience working in a global team environment.
Executive presence with strong interpersonal and collaboration skills.
Soft Skills Required:
Strong organizational and time management abilities.
Effective communication and interpersonal skills.
Ability to collaborate within teams and across business units.
High attention to detail and ability to multitask.
Disqualifiers:
Lack of Outlook proficiency.
Poor communication or interpersonal skills.
Weak organizational or time management skills.
Inability to maintain confidentiality.
Read LessTitle: Office Services Assistant
Location: 100% Onsite – Bolingbrook, IL
Duration: 12 Months to start with potential to convert to DH (Contract)
Pay Rate: Roughly $18.50/hr W2 + Benefits
Summary:
This role provides onsite support across mailroom, stock room, and general office services. The Office Services Assistant is responsible for processing mail and shipments, stocking supplies, and supporting meeting logistics and workplace appearance. This is a physical, service-oriented role requiring comfort with lifting, walking, and standing for extended periods.
What You’ll Do:
Process incoming and outgoing deliveries (USPS, UPS, FedEx, internal mail)
Receive, organize, and transport deliveries using carts, dollies, pallet jacks
Stock and maintain office and pantry supplies
Monitor and support conference room set-up, clean-up, and scheduling
Support general office upkeep and assist with event setups
Respond to facilities requests via email and in-person with professionalism
Partner cross-functionally with corporate teams to support internal service needs
Key Requirements:
1+ years of stockroom or warehouse experience
1+ years of office support or customer service experience
High School Diploma or equivalent
Able to lift up to 50 lbs and stand/walk 80% of the time
Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Visio (2+ years)
Comfortable working onsite full-time
Familiarity with iPhone/Apple tech for screening (highly preferred)
Nice to Have:
Experience in hospitality, facilities, or workplace programs
Adaptable, self-starter mindset with strong communication skills
Experience using digital tools and work order systems
Read LessJob Title: Administrative/Executive Assistant 2
Location: Onsite in Dallas, TX – Williams Square, Corporate Headquarters
Duration: 12 months
Pay: Roughly $18.50/hour W2 or $21/hour C2C
Job Description:
The Administrative/Executive Assistant will support the Electric Power Division's Large Electric Power Solutions team by managing scheduling, correspondence, and coordination of global travel and dealer meetings. This individual will act as a key communication point between directors and external/internal stakeholders, ensuring efficient office operations and high-level support.
Key Responsibilities:
Coordinate calendars and schedule meetings, including global and dealer-facing events.Prepare invoices, memos, reports, and other business documents.Organize accommodations and meeting logistics (room setup, agendas, catering).Manage records, retrieve reports, and ensure information confidentiality.Sort and respond to incoming correspondence and inquiries.Order office supplies and assist with basic bookkeeping tasks.Typical Day & Team Interaction:
Heavy Outlook calendar management, daily use of Microsoft Office Suite.Coordination with both internal leaders and external dealers.Frequent collaboration via Microsoft Teams and in-person interactions.Planning and executing face-to-face meetings with attention to detail.Qualifications (Required):
High school diploma or GED.2–4 years of administrative support experience.Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).Strong organizational skills and the ability to multitask.Excellent communication and interpersonal skills.Ability to maintain confidentiality and manage sensitive information.Qualifications (Desired):
Experience working in global teams or with international stakeholders.Familiarity with SharePoint and designing presentations in PowerPoint.Executive presence and ability to work independently when needed.Disqualifiers:
Inability to multitask or manage calendars in Outlook.Poor communication or time management skills.Lack of discretion and confidentiality.Why This Role?
This position serves as a key bridge between leadership and external partners, giving visibility into global operations and dealer relations. Ideal for someone who thrives on organization, collaboration, and impactful communication.
Read Less
Job Description: Summary:
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.
Job Responsibilities:
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Open, sort and distribute incoming correspondence, including faxes and emails.
• Prepare responses to correspondence containing routing inquiries.
Skills:
• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one’s time.
• Ability to keep information organized and confidential.
Typical task breakdown:
Manage complex and dynamic calendar of meetings and events for organization coordinating with internal and external attendeesPlan for upcoming meetings ensuring attendees have relevant information to be successfulManage email and prepare responses for broad distribution working with subject matter experts to align on messaging and content.Attend team meetings to help identify and document tasks for follow-up.Book and manage travel accommodations
Interaction with team:
Work environment:
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
Education/Experience:
• High school diploma or GED required.
• 0-2 years experience required.
Job Description
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.
Story Behind the Need – Business Group & Key Projects
Position’s Contributions to Work GroupTeam cultureSurrounding team & key projectsPurpose of this teamReason for the requestPosition’s Contributions to Work Group:
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions.A typical administrative assistant acts as information and communication managers for an office.
Reason/motivation for request:
Candidate Value Proposition
Why Caterpillar? “Whether it be ground-breaking products, best in class solutions or a lifelong career, you can build what matters to you at Caterpillar. With 150 locations in countries around the world, what you create at Caterpillar travels and helps people around the world. You can collaborate with the best minds in the industry, complete meaningful work and continuously grow and develop through our various opportunities. Here, you can do the work that matters.”
Why this Role?
Typical Day or Week in the Role
Typical task breakdown:
Administrative duties include, but are not limited to:organizing and facilitating team events and recognition eventshelping managers with scheduling/calendar (if requested)collaborating with other administrative assistants as neededcoordinating division meeting presentation contenthelping coordinate division meetingsmanaging division/section distribution listscreating/managing team communicationsordering, receiving, and organizing office suppliesmanaging purchase requisitionsmanage travel arrangementsmanage passport and VISA renewals and applications
Interaction with team:
Work environment:
Candidate Requirements
Years of experience requiredDegrees or certifications requiredDisqualifiersPerformance indicatorsEducation & Experience Required:
High school diploma or GED6-10 years of experienceExperience working with executives
Technical Skills
Top three skills
Soft Skills
Top skills
Are you an organized, detail-oriented professional looking for your next opportunity? Join our team as an Administrative Assistant in Seattle, WA!
Position Type: 3-Month Contract (with potential extension)
Location: 250 Pike St, Seattle, WA (Completely On-Site)
Hours: 8:30 AM – 5:00 PM
In this role, you’ll support managers and their teams by:
Leading department event planning and coordination
Managing calendars, meetings, travel arrangements, and budgets
Preparing reports, dashboards, and tracking expenses
Assisting with HR tasks like time tracking and training coordination
Offering coaching to junior administrative team members
What we're looking for:
1–3 years of administrative experience
Strong communication, organizational, and problem-solving skills
Proficiency with Excel (charts, graphs, pivot tables preferred)
If you're passionate about providing seamless support and thrive in a fast-paced environment, we want to hear from you!
Interested or know someone who might be? Message me or apply today!
#Hiring #AdministrativeAssistant #SeattleJobs #AdminSupport #CareerOpportunity
Read LessAdministrative/Executive Assistant 5
Length: 12 months + likely extensions & potential for direct hire
Location: Aurora (Denver), CO
Potential Travel: 15% – Chicago, IL; Mesa, AZ; Dallas (Irving), TX
Rate: $23-25/hour W2 + Benefits or $27/hour C2C
Job Description
The Administrative/Executive Assistant 5 provides high-level administrative support by conducting research, handling information requests, and performing clerical functions. This role requires managing communication, scheduling, and reporting for executive leadership.
Key Responsibilities
Supervise general office duties such as ordering supplies, maintaining records, and performing basic bookkeeping.Review and approve invoices, reports, memos, letters, and financial statements.Manage corporate documents, records, and reports.Read and analyze incoming memos, submissions, and reports to determine their significance and distribution.Prepare agendas and arrange committee, board, and other meetings.Maintain confidentiality while managing executive-level tasks and interactions.Qualifications (Required):
10+ years of experience supporting executive-level leaders.High school diploma or GED required.Expertise in Microsoft Word, Excel, and PowerPoint.Strong written and verbal communication skills.Self-driven with the ability to work independently and multitask.Qualifications (Desired):
Experience as an office manager or in a comparable role.Proficiency in Microsoft Suite, Adobe Acrobat, and PowerBI.Strong financial acumen and ability to manage budgets.Soft Skills:
Strong interpersonal and leadership skills.Ability to maintain confidentiality.Flexibility to accommodate occasional off-hours needs.Disqualifiers:
Poor attendance or punctuality.Lack of flexibility in work schedule. Read LessJob Description
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.
Story Behind the Need – Business Group & Key Projects
Position’s Contributions to Work GroupTeam cultureSurrounding team & key projectsPurpose of this teamReason for the requestPosition’s Contributions to Work Group:
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions.A typical administrative assistant acts as information and communication managers for an office.
Reason/motivation for request:
Candidate Value Proposition
Why Caterpillar? “Whether it be ground-breaking products, best in class solutions or a lifelong career, you can build what matters to you at Caterpillar. With 150 locations in countries around the world, what you create at Caterpillar travels and helps people around the world. You can collaborate with the best minds in the industry, complete meaningful work and continuously grow and develop through our various opportunities. Here, you can do the work that matters.”
Why this Role?
Typical Day or Week in the Role
Typical task breakdown:
Administrative duties include, but are not limited to:organizing and facilitating team events and recognition eventshelping managers with scheduling/calendar (if requested)collaborating with other administrative assistants as neededcoordinating division meeting presentation contenthelping coordinate division meetingsmanaging division/section distribution listscreating/managing team communicationsordering, receiving, and organizing office suppliesmanaging purchase requisitionsmanage travel arrangementsmanage passport and VISA renewals and applications
Interaction with team:
Work environment:
Candidate Requirements
Years of experience requiredDegrees or certifications requiredDisqualifiersPerformance indicatorsEducation & Experience Required:
High school diploma or GED6-10 years of experienceExperience working with executives
Technical Skills
Top three skills
Soft Skills
Top skills
