Executive Administrative Assistant

Overview

Who we are

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.

Who were looking for

ToyotasRegulatory Affairs and Environmental Sustainability Department is looking for a passionate and experiencedExecutive 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 supportassistwith 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 Toyotas Real Estate and Facilities team on certain matters.

The successful candidate will have:

• 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 toresidewithin commutable distance of this location.

What youll be doing

• 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 monitora busy travel schedule for domestic and overseas meetings. Manage issues and find creative solutions.

• Prepare andsubmitexecutive expense reports related to business travel and other fortimely/accurateof 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 roomset-upand 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 and reply to inquiries requests for meetings and other solicitations.

• Transcribe/consolidate meeting minutes notes or recaps asrequested.

• Assistwith onboarding/off-boardingemployees.

• Send occasional emails on behalf ofGVP.

• Help effectively manage thedivisionworkspaces (i.e. keeping a clean and organized office area appropriately handling all paperworkmaintainingcontrol over the physical environment etc.).

What you bring

• Recent and extensive executive-level administrative support experience

• Proficiencyin MS Office applications including Word Excel SharePoint and PowerPoint

• Proven ability to develop review and edit documentation and correspondence; independently research and analyze associated issues compile materials needed for presentation or decision-making 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 ona timelybasis/ 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

• Japanese language skills highly preferred

• Office managementexperience

• Experience in effective team building

• Experience automating basic administrative processes

What Well Bring

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 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 to .