Executive Administrative Assistant

Executive Administrative Assistant

Location:

Plano, Texas (Hybrid)

Join a Global Leader and Make an Impact

Are you an experienced senior administrative professional looking for a dynamic contract opportunity? This is your chance to work with C‑Suite and Senior executives under the Toyota group umbrella, a globally recognized brand known for innovation, respect for people, and continuous improvement.

In this role, you will be the go-to resource for executive support, managing calendars, coordinating travel, and ensuring smooth operations across multiple time zones. If you thrive in fast‑paced environments and enjoy being at the centre of strategic initiatives, we want to hear from you!

We are seeking a highly organised and proactive Executive Administrative Assistant to support senior leadership. This contract position is ideal for someone with prior experience supporting C‑level or senior executives who can hit the ground running and deliver exceptional results.

• Schedule monthly, weekly, and daily conference calls.
• Reserve conference rooms and arrange catered meals as needed.
• Coordinate and manage executive calendars, including General/Group Managers.
• Compile meeting agendas and requisite information for executive meetings.
• Collaborate with other EAs for committee and department meetings.
• Meet service level targets for responsiveness (typically, calendar management within 2 hours, urgent requests within 30 minutes).

• Arrange domestic and international travel (flights, hotels, ground transportation).
• Process expense reports accurately and on time using tools like Chrome River and FCM Travel.

• Maintain distribution lists and assist with departmental communications.
• Provide backup coverage for other EAs during absences.
• Support executives in different U.S. time zones; flexibility for remote/on‑site work as needed.

• Partner with other administrative teams to ensure seamless operations.
• Use tools such as Outlook, Teams, and phone/text for communication.

• Complete onboarding within 1 week; fully operational in 3‑5 months.
• Participate in necessary training such as Data Privacy, Antitrust, and quarterly courses via internal learning platform.

• Support contingency plans for sudden EA departures, sick leave, or technology failures.
• Adhere to NDA and Data Handling Agreements for sensitive information.

• Bachelor’s degree in Business Administration, Communications, or a related field.
• 3–5 years of proven success in executive administrative support and office operations.
• Experience in communicating and applying company policies and procedures.
• Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, Word, Outlook, Teams, Chrome River, etc.

• Continuous Improvement, Respect for People, Standardised Work, Problem Solving.
• Foster a positive and productive work environment; participate in company activities/events as desired.
• Strong organisational and time‑management skills.
• Excellent communication and interpersonal abilities.
• Experience of ticketing systems, such as Service Now, to submit IT requests.
• Ability to work independently and collaboratively in a fast‑paced environment.
• Flexibility to support executives across multiple time zones.
• Commitment to ongoing learning and professional development.
• Optional:
  Japanese language skills for translation support.