Executive Administrative Assistant

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 Division is looking for a passionate and highly motivated Executive Administrative Assistant.

The primary responsibility is to provide executive-level administrative support, assist with department meetings, event and activity planning, handle billings, support Toyota Division, at project assistance onsite at the Toyota Motor North America (TMNA) headquarters in Plano, Texas.

Reporting to the Group Vice President, this person in this role supports leaders with a high volume of meetings, travel, scheduling, and billing. It often involves confidential matters and requires complete discretion and professionalism. This role also involves greeting team members and guests, as well as occasionally providing tours of the headquarters.

The successful candidate will have:

• Extreme attention to detail with no room for error.
• Strong initiative and problem-solving skills. Independent judgment and discretion in analyzing situations and actions to be taken on behalf of executives.
• Good intuition and ability to ask questions that lead to the best possible results.
• A focus on accuracy with the ability to produce high-quality work in a fast-paced environment.
• Self-motivated professionals with strong initiative. Excellent interpersonal skills when interfacing with all internal and external parties.

This position is based in Plano, Texas. The selected candidate will be expected to reside within commutable distance of this location. Relocation assistance isn’t available for this position.

What you’ll be doing

• Provide in-person and remote support to GVP, VP, and others to ensure that all operations run smoothly, including overseeing departmental project calendar, meeting management, event assistance and written correspondence.
• Plan and manage meetings and conference calls including large department meetings that involve multiple locations, presentations, and video. May also include preparation of related materials such as food and beverage ordering and coordination, meeting room set-up and clean-up, etc.
• Prepare documents and materials requested by executives including briefing books, meeting agendas, PowerPoint presentations, etc. Manage approval documents, distribution emails, and archiving.
• Prepare, and submit, timely/accurate executive expense reports related to business travel, and other expenses.
• Send occasional emails on behalf of GVP. Reply to inquiries, requests for meetings, and other solicitations.
• Assist with onboarding/off-boarding of team members including technical requests with IT help desk, ordering of office supplies, seat assignments, and other real estate or facilities needs.
• Allow for smooth communication among administrative staff and executive counterparts in all TMNA departments. Build trust and credibility.
• Help effectively manage the division workspaces (i.e. keeping a clean and organized office area, appropriately handling all paperwork, maintaining control over the physical environment, etc.).
• Greet team members, and their guests, conduct tours, as needed. Help order supplies, merchandise, work with the print center for signage needs, and the mailroom for shipping.

What you bring

• Recent and significant administrative support experience; experience supporting executives highly preferred.
• Proficiency in MS Office applications (Word, Excel, and PowerPoint).
• Proven ability to multitask and shift priorities quickly while working under tight deadlines.
• Proven ability to develop, review, and edit presentations and documentation.
• Experience and comfort with managing domestic and international travel arrangements and related expenses.
• Experience preparing detailed expense reports and reconcile payments with the corporate card on a timely basis/ confirm all exchange rates.
• Experience handling matters with strict confidentiality.
• Strong level of comfort speaking and engaging with people and groups.

Added bonus if you have

• Bachelor’s degree or higher.
• Automotive or similar industry experience.
• Experience with office management.
• Experience in effective team building.
• Spanish or Japanese language skills.
• Experience with Chrome River.

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.