Administrator I - Executive Administrative Assistant

Overview

Who we are

Toyota does not offer support or sponsorship of job applicants for employment-based visas or any other work authorization for this role now or in the future. You must have the right to work in the United States and not require Toyota support or sponsorship for immigration-related employment (e.g., H-1B, O-1, E-3, H-1B1, TN, F-1 OPT, F-1 STEM OPT, F-1 CPT, ‘job flexibility benefits’ [also known as I-140 or Adjustment of Status portability], etc.) now or in the future. You should not apply for this role if you will require Toyota to assist with immigration support or sponsorship now or in the future.

Who we’re looking for

Toyota’s Project Planning and Management (PPM) Department is looking for a passionate, highly-motivated Executive Administrative Assistant.

The primary responsibility of this role is to support the daily administrative needs of the Executives and of the overall PPM Department. The person in this role reports directly to the PPM Group Manager.

What you’ll be doing

• Provide effective and timely overall administrative support to the Group Managers and Vice President in a fast-paced environment, including: coordinating complex and dynamic Executive schedules, proactively resolving calendar conflicts, arranging domestic and international travel, and managing expense reports.
• Coordinate schedules, resources, and logistics for onsite and off-site meetings, conferences, and training sessions involving cross-functional teams and external vendors, engaging with different business units and levels of organization to ensure smooth planning and execution.
• Support new hire onboarding by initiating and tracking IT tickets and other essential steps to secure resources for incoming Team Members.
• Provide project teams with a range of administrative support, including compiling information, preparing and distributing reports.
• Manage office-related needs in a cost-conscious manner including securing business supplies, catering for meetings, coordinating vendor transactions and tracking payments.
• Support ad hoc operational activities as needed to help the department meet its business objectives.”

What you bring

• 5+ years supporting Director-level or higher executives, including at least 3 years supporting multiple executives simultaneously.
• 5+ years coordinating domestic and international travel, including itineraries, visas/passports, and expense reconciliation.
• 5+ years planning meetings or events for 25 or more attendees, including vendors, facilities, catering, and technology.
• Intermediate or higher Excel proficiency, demonstrated through knowledge of formulas, creating charts, PivotTables, formatting and data validation.
• Experience processing purchase orders, invoices, expense reports, or vendor payments in an enterprise system.
• Experience handling confidential or sensitive business information.

Added bonus if you have

• Practical knowledge of systems or software supporting administrative and organizational work management (eg. Monday.com, MS project, etc)
• Practical knowledge of systems or software supporting expense mgmnt and ordering (eg. Chrome River, Ariba, etc)
• Bachelors Degree

 What we’ll bring 

During your interview process, our team can fill you in on all the details of our industry-leading benefits and career development opportunities. A few highlights include: 

• A work environment built on teamwork, flexibility, and respect
• Professional growth and development programs to help advance your career, as well as tuition reimbursement
• Team Member Vehicle Purchase Discount
• Toyota Team Member Lease Vehicle Program (if applicable)
• Comprehensive health care and wellness plans for your entire family
• Toyota 401(k) Savings Plan featuring a company match, as well as an annual retirement contribution from Toyota regardless of whether you contribute (if applicable)
• Paid holidays and paid time off
• Referral services related to prenatal services, adoption, childcare, schools and more
• Tax Advantaged Accounts (Health Savings Account, Health Care FSA, Dependent Care FSA)
• Relocation assistance (if applicable)

Belonging at Toyota

Our success begins and ends with our people. We embrace all perspectives and value unique human experiences. Respect for all is our North Star.

Applicants for our positions are considered without regard to race, ethnicity, national origin, sex, sexual orientation, gender identity or expression, age, disability, religion, military or veteran status, or any other characteristics protected by law.

Have a question, need assistance with your application or do you require any special accommodations? Please send an email to [email protected].