Executive Administrative Assistant

Overview

Toyota of Irving Executive Administrative Assistant

We are looking for a detailed and organized Executive Administrative Assistant to provide personalized secretarial support for the Dealer Principal and General Manager as well as wide-ranging administrative support for our larger management team. You will work on a one-to-one basis on a variety of tasks related to executives’ working life and communication, while maintaining a series of routine responsibilities. The ideal candidate will take initiative, show good judgment and situational awareness, understand deadlines, and will be able to carry multiple projects through to completion while working independently and knowing when to ask for further clarification when necessary.

• Act as point of contact for various accounts including phone system, texting system, scheduling software, supply requests etc.
• Maintain calendars/appointments and follow-up
• Manage select email and voicemail accounts
• Maintain meeting room schedules
• Secure travel arrangements
• Coordinate weekly catering and holiday catering
• Arrange and order items of Employee Celebrations (birthdays and anniversaries)
• Create professional-quality presentations and documents utilizing basic grammar, spelling and formatting skills. This includes organizational charts, phone listings, employee listings, parking system, PowerPoint presentations, etc.
• Order and stock office supplies

• 2+ years administrative experience or equivalent
• Proficient in Microsoft Office:
  Teams, Word, Excel, Power Point
• Internet research and purchasing experience
• Strong oral and written communication skills
• Cross-platform knowledge and skills is a plus (PC & Mac)
• Some college preferred

• Able to keep confidential and sensitive information private
• Ability to prioritize work, solve problems and organize own time with minimal supervision or feedback
• Able to change tasks rapidly and manage priorities when urgent needs arise
• Ability to build rapport and collaborate with a diverse team across multiple departments
• Adept at learning new software
• Access to reliable transportation as light errands will be required
• High organizational skills, with an ability to develop new systems and processes
• Knowledge of Adobe Creative Cloud Suite or Canva a plus

• Medical, Vision & Dental
• 401K retirement savings plans offered after 6 months
• Fringe benefits including language learning, employee discount, community partner discounts, promotions and more
• PTO, selected holiday pay