Executive Administrative Assistant

Overview

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.

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.

Toyota's Regulatory Affairs and Environmental Sustainability Department is looking for a passionate and experienced Executive Administrative Assistant. Located in Washington, DC at the exciting and impactful intersection of business and government, the primary responsibility of this role is to provide executive-level administrative support, assist with department meetings, event and activity planning, handle purchase orders and invoicing, manage submission and tracking of various internal and external reports, and other similar support for daily operations.

This role supports leaders with a high volume of meetings, travel and expenses, scheduling, and purchase order processing. It often involves confidential matters and requires complete discretion and professionalism. The person in this role will occasionally manage logistics for travel and scheduling for visiting executives from Japan or other regions. Finally, the role includes general office management activities that are distributed and shared among other administrative professionals, including interacting with building management and other stakeholders including vendors, caterers and contractors, making and taking delivery of shipments, ordering office supplies, and coordinating with Toyota’s Real Estate and Facilities team on certain matters.

• Proven ability to multitask and shift priorities quickly while working under tight deadlines
• Extreme attention to detail; a focus on accuracy with the ability to produce high-quality work in a fast-paced environment
• 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
• Self-motivated and professional with strong initiative
• Excellent interpersonal skills when interfacing with all internal and external parties
• Experience handling matters with strict confidentiality
• Comfortable speaking and engaging with people and groups
• A collaborative attitude and customer-focused mindset

This position is based at our Washington, DC office. The selected candidate will be expected to reside within commutable distance of this location.

• Provide in-person and remote support to the Group Vice President (GVP) and other members of the group to ensure that operations run smoothly, including supporting meeting management, event assistance, and written correspondence.
• Book executive travel, hotel, and related transportation. Arrange, manage, and monitor a busy travel schedule for domestic and overseas meetings. Manage issues and find creative solutions.
• Prepare and submit executive expense reports related to business travel and other expenses. Responsible for timely/accurate of submission travel expenses.
• Plan and manage meetings and conference calls including large department meetings that involve multiple locations (including multiple countries), presentations, and video.
• Allow for smooth communication among administrative staff and executive counterparts in all TMNA departments. Build trust and credibility.
• Plan and coordinate in-person group meetings and Teams calls, including preparation of related materials, food and beverage ordering and coordination, meeting room set-up and clean-up, etc.
• Manage submission, tracking, and archiving a high volume of internal reports delivered to Toyota groups worldwide. Prepare annual summaries according to established protocols.
• Prepare various correspondence to government agencies and other stakeholders…