Executive Administrative Assistant
Executive Administrative Assistant
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Job Description
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 worlds most admired brands Toyota is growing and leading the future of mobility through innovative highquality solutions designed to enhance lives and delight those we serve. Were 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 employmentbased visas or any other work authorization for this position at this time.
Who were looking for
Toyotas Corporate Communications Department is looking for a passionate and experienced Executive Administrative Assistant.
The primary responsibility is to provide executivelevel administrative support assist with department meetings event and activity planning handle billings support the Toyota Experience Center (TEC) and project assistance onsite at Toyotas North American headquarters in Plano Texas.
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 at the TEC.
The successful candidate will have:
Proven ability to multitask and shift priorities quickly while working under tight deadlines
Extreme attention to detail with no room for error; a focus on accuracy with the ability to produce highquality work in a fastpaced environment
Strong initiative and problemsolving 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
Selfmotivated and professional with strong initiative
Excellent interpersonal skills when interfacing with all internal and external parties
Experience handling matters with strict confidentiality
Selfmotivated 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
This position is based at our North American headquarters in Plano Texas. The selected candidate will be expected to reside within commutable distance of this location.
What youll be doing
Provide inperson and remote support to GVP VP and others to ensure that all operations run smoothly including overseeing departmental project calendar on Airtable 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.
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.
Support journalist requests and travel arrangements on occasion.
Allow for smooth communication among administrative staff and executive counterparts in all TMNA departments. Build trust and credibility.
Reply to inquiries requests for meetings and other solicitations.
Prepare documents and materials requested by executives including briefing books meeting agendas PowerPoint presentations etc.
Transcribe/consolidate meeting minutes notes or recaps as requested.
Assist with onboarding/offboarding of employees including technical requests with IT help desk ordering of office supplies seat assignments and other real estate or facilities related needs.
Manage approval documents distribution emails and archiving.
Send occasional emails on behalf of GVP.
Responsible for highquality document creation/editing to support executive briefings and other division meetings.
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.).
Responsible for timely/accurate of submission travel expenses.
Assist with the compilation of data from various sources and formats to facilitate analysis and presentation.
Plan and coordinate inperson group meetings and Teams calls including preparation of related materials food and beverage ordering and coordination meeting room setup and cleanup etc.
Support TEC by opening service tickets monitoring and tracking calendar of tours filming and special events. 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 extensive executivelevel administrative support experience.
Proficiency in MS Office applications including Word Excel and PowerPoint
Ability to develop review and edit presentations and documentation; independently research and analyze associated issues compile materials needed for presentation or decisionmaking purposes
Experience and comfort with managing domestic and international travel arrangements and related expenses
Proven ability to prepare detailed expense reports and reconcile payments with the corporate card on a timely basis/ confirm all exchange rates when applicable
Strong budget acumen
Added bonus if you have
Bachelors degree or higher
Automotive or similar industry experience
Familiarity with Toyota systems
Experience with office management
Experience in effective team building
Spanish or Japanese language skills
What Well Bring
During your interview process our team can fill you in on all the details of our industryleading 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 toEmployment Type
Full-Time
