Administrative Assistant

Toyota North America • Kansas City, MO

1d • Onsite

About The Position

Toyota’s Kansas City Regional Office is looking for a passionate and highly motivated Administrative Assistant. The primary responsibility of this role is to provide executive-level administrative support, acting with little supervision, anticipating needs while managing the day‐to‐day workflow and prioritizing various projects for the Kansas City Regional Office. Reporting to the Assistant General Manager, the person in this role will support the Kansas City Region’s objective to support the goals and work of the Toyota field office and dealers.

Requirements

• High School Diploma (or higher)
• Excellent organizational and communication skills
• Strong knowledge of supporting departments, organization, operations policies and procedures
• Proficiency in MS Outlook, Excel, Word, PowerPoint

Nice To Haves

• Extensive experience as an administrative assistant
• Prior experience supporting an executive-level position
• Background in handling highly confidential records and correspondence
• Experience managing complex travel and special event arrangements, including catering, hotel, and restaurant reservations.

Responsibilities

• Manage complex executive schedules which includes but is not limited to: Coordinating, scheduling, and managing meetings, Updating calendars, Managing complex travel arrangements and other special event arrangements including catering, hotel and restaurant reservations, and domestic and international travel
• Maintain monthly budget report updates, forecasting and inputting for departments, to comply with SOX and corporate requirements: Reconcile P-Card transactions, Create purchase orders, requisitions and check requests as needed, Review monthly budget reports to ensure all expenses are in appropriate accounts, Coordinate the issuance of American Express Cards, Expense report preparation
• Manage human resources related documents and processes which may include: Maintaining confidential departmental records and files through workday, Creates/updates organization charts, organization announcements, and other activities, New hire orientation and onboarding, Talent-link/hiring process
• OSHA/Health and safety coordination.
• Act as liaison to TDA agency to coordinate attendance at sponsorship/partnership events.
• Act as liaison to Securitas for receptionist coverage and duties.
• Act as liaison to C&W or other facility management companies to handle any facility maintenance or repair issues and concerns.
• Create a variety of documents using Word, Excel, and PowerPoint
• Prepare and edit correspondence
• Organizing and maintaining public mailing distribution lists
• Copying, faxing, filing, distributing incoming mail
• Supply orders
• Ordering research materials, subscriptions, and magazines
• Scheduling training classes, coordinating conference calls, meetings and WebEx
• Supporting the Vehicle Operations Manager and Customer Service Operations Manager as necessary
• Managing charitable contributions
• Coordinate Yearly Flu Shot clinic
• Event Planning and Coordination with Region Events
• EHS coordination (Environment, Hazmat/Safety)
• Up keep of the All Associate breakroom/coffee machine and keep inventory supplies stocked

Benefits

• 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)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED