Description Position Summary The Executive Assistant (EA) provides administrative support primarily to the EVP Operations, VP Equipment Sales, and to sales associates in Indiana who report of the VP to Equipment Sales. Position Duties/Responsibilities Provide administrative support for EVP Operations and associates in most areas who report to the EVP. Manage annual ticket renewals and ticket requests and distribution for: Indianapolis Colts, Indiana Pacers, Indianapolis Indians, Indy 500, and Verizon 400 at the Brickyard. Register MacAllister Machinery (MMC) and sales staff associates for professional events such as trade shows, conferences, and training. Make travel, hotel, and other arrangements for these events. Coordinate events and meetings for sales groups either at HQ or elsewhere, including event plan coordination, schedule and budget, invitations, venue, meals or refreshments, etc. Manage Indianapolis-area hotel relationships on behalf of the company including establishing annual rates, processing direct bill invoices, looking for additional properties. Print and mail monthly new customer letters. Make travel and hotel arrangements for sales staff and others, as requested. Order Caterpillar service and parts manuals and other materials for sales staff and customers. Coordinate Caterpillar plant tours. Order office supplies for Equipment Sales. Create and submit Expense Reports for EVP Operations and MMC VP Sales. Approve specific expense reports and time off requests for MMC VP Sales Serve as 1 of 2 administrators for Office 360 account. This includes reviewing the monthly Office 360 invoice for unusual or unacceptable purchases. Reconcile P-card expenses on a monthly basis. Set up new vendors and pay invoices. Supervisory Responsibilities: No formal supervisory responsibilities. Position Requirements Associate or Bachelor degree 5+ years in an administrative or executive assistant role or comparable professional experience Excellent verbal and written communication skills Prior experience with making travel arrangements. Excellent Microsoft Office skills. Knowledge, Skills, And Abilities The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Excellent communication skills-verbal and written-with people at all levels of the company, with Caterpillar associates, and with customers and outside vendors. Excellent analytical skills, including the ability to interpret and apply policies, procedures, guidelines and laws as well as developing and managing projects that require this skill set. Strong computer and keyboarding skills and experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn CAT/MacAllister/Michigan Cat systems. Strong multitasking abilities, detail-oriented and self-motivated. Strong leadership skills, including creative thinking, decision making, goal setting and delivering results on projects and assignments. Strong interpersonal skills and ability to manage conflict in a win/win style. Professional demeanor with both internal and external contacts including personal appearance and friendly, courteous treatment of peers, subordinates and people at all levels inside and outside the organization. Willingness to help other employees or visitors anytime the need arises. Absolute ability to keep both business and personal information confidential. Technical Competencies Strong computer skills working with Microsoft Office including Excel, Outlook, Word and PowerPoint. Ability to competently use the internet for scheduling travel, meeting planning, research and other administrative duties. Physical Requirements of Position: Occasional travel (0-25%) during the day. Frequent confined sitting (at computer, in car, etc.) Occasional non-confined sitting (able to move about at will.) Regular rapid use of arms, hands, or fingers, in handling or manipulating objects, or operating equipment, tools and/or instruments requiring fine eye-hand coordination Frequent communication with other individuals. Must be able to able to exchange accurate information when speaking with customers. Frequent use of near and far vision acuity. Must be able to identify and distinguish colors and able to use peripheral vison. Work Environment of Position Position will work in an office environment but may experience occasional exposure to: The work environment is generally in an office setting; however, the incumbent may be exposed at various times to noise and fumes, odors, dusts, mists, gases and/or poor ventilation. The normal physical activity is sedentary work but can include stooping, crouching, reaching, sitting, lifting, fingering, grasping, talking, hearing and repetitive motions. The minimum visual activity is close to the eyes indicated by the types of office machines and equipment, including computer, printer, typewriter, calculator, telephone, fax machine, copier and scanner. Safety glasses are required in the service and shop areas. Wearing protective equipment (respirator, mask, earplugs, gloves, eyewear, etc.) when required. Other Requirements of Position Incumbent maintains contact with department, division and company staff, customers, outside vendors, sales representatives and employees of public and private sector organizations on a daily basis. The incumbent is required to communicate and establish a cooperative, working relationship to ensure customer and employee satisfaction. Incumbent works independently performing generally standardized procedures, with some duties broader in scope and requiring discretionary judgment. The incumbent interprets and applies Caterpillar and company guidelines to invoices, and reports, which are generally clear and easy to apply. Independent decisions involving routine matters of organizational and time management issues are made daily. An error in judgment or procedure could impact cost factors involving time issues. Some financial impact could result from invoices, including cost and profit but it is unlikely that any error would go undetected by the supervisor, especially through the processing of paperwork. The duties and responsibilities described here are not a comprehensive list, and the scope of the job may change as necessitated by business demands. MacAllister Machinery Co Inc. is an Equal Opportunity Employer (EEO).