Administrator – Systems & Electronics Planning

Job Type: Location Type: On-site

 

Overview

Who we are

Collaborative. Respectful. A place to dream and do. These are just a few words that describe what life is like at Toyota. As one of the world’s most admired brands, Toyota is growing and leading the future of mobility through innovative, high-quality solutions designed to enhance lives and delight those we serve. We’re looking for talented team members who want to Dream. Do. Grow. with us.

To save time applying, Toyota does not offer sponsorship of job applicants for employment-based visas or any other work authorization for this position at this time.

Who we’re looking for

Toyota is looking for a highly motivated and customer service focused Administrative Assistant for our Systems & Electronics Planning Division.

Reporting to the Senior Manager – R&D, the person in this role brings a high level of professionalism and positivity to the position through their experience providing professional administrative functions and coordination in support of the Division Vice President, Executive Team, and Departments.

Your contributions will support our mission to deliver world-class electronics systems to our customers.

What you’ll be doing

• Provide comprehensive administrative support to the Division Vice President including schedule management, travel arrangements, support of visitors, preparation of documents/materials/correspondence, coordination of division level meetings/events, tracking and reporting status of projects/activities, etc.
• Provide administrative support to the Division’s Executive Team and Departments including travel arrangements, coordination of department level meetings/events, leading safety & 4S activities, onboarding/offboarding, etc.
• Manage multiple activities/requests simultaneously with self-motivation, resourcefulness, and prioritization to achieve deadlines and output expectations.
• Organize and maintain electronic and physical files/documents ensuring confidentiality and compliance.
• Utilize Microsoft 365 tools to manage storage and sharing of information.
• Assist with budget planning, tracking, accruals, and processing of invoices/expenses. Timely and accurate submission of expense reports and invoices with strong knowledge of policies, processes, and necessary systems to ensure compliance.
• Create and update reports and visualization tools to simplify complex data for easy understanding.
• Develop, standardize, and continuously improve the processes necessary for your work and function of the Division.
• Maintain network and knowledge necessary to act as a resource for general administrative support to all members in the Division.
• Manage ordering and organization of office supplies and equipment.
• Manage or coordinate small projects providing cost-effective solutions.
• Handle special projects, and perform other duties as assigned.

What you bring

• 7+ years of experience providing administrative support to Division (VP level), department (GM level) at TMNA, or experience supporting senior level (SVP or C-Suite executives in similar enterprise environments.
• High school diploma or GED.
• Japanese language proficiency
• Adept at coordinating both domestic and international travel and organizing large-scale meetings.
• Ability to present concepts visually in graphs, tables, charts, and other methods.
• Proficiency with Microsoft 365 tools (Word, Excel, PowerPoint, SharePoint, Teams, OneNote, etc.).
• Working knowledge of Ariba/SAP, Chrome River, Time & Projects systems
• 5+ years in similar roles overseeing and/or processing a variety of complex financial transactions, including processing travel and managing expenses and invoices, and managing significant volume of design-in invoicing.
• 5+ years proven experience handling confidential and sensitive information with the ability to exercise discretion and show good judgment; honesty, integrity, and trust building behaviors in all dealings is essential and required.
• Must have excellent customer-service orientation, a high degree of professionalism, diplomacy and ability to work with limited direction.
• 5+ years in roles executing at a high level, multitasking and balancing changing priorities; identifying and implementing changes to projects and processes to ensure continuous improvement, communicating status of progress, resource planning, innovating solutions and understanding business priorities and organizational dynamics.
• Excellent communication and interpersonal skills, including demonstrated ability to collaborate effectively with a wide variety of stakeholders and members at all levels of the organization.
• Ability to work on-site on a regular basis 4 or more days per week
• Ability to work occasional overtime (up to ~10%)
• Ability to travel domestically up to 5% as necessary

Added bonus if you have

• Associate’s degree (or equivalent) or higher.
• Toyota Way training, including JKK and TBP to improve current business processes.
• Understanding of Toyota policies & processes related to travel & expense, budgeting, job request (JR) system, confidentiality, compliance, etc.
• Experience with PowerBI or other relevant software/tools.

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
• 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)

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. Toyota is proud to have 10+ different Business Partnering Groups across 100 different North American chapter locations that support team members’ efforts to dream, do and grow without questioning that they belong.

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 talent.acquisition@toyota.com.