Administrator - Executive Administrative Assistant

Overview

Who we are Collaborative. Respectful. A place to dream and do. These are just a few words that describe what life is like  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.

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.

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.

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.

• 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, Pivot Tables, 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. , MS project, etc)
• Practical knowledge of systems or software supporting expense mgmnt and ordering (eg. Chrome River, Ariba, etc)
• Bachelors Degree

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…