Administrative Assistant
Toyota Material Handling•Village of Greene, NY
•$57,000 - $73,000•Hybrid
About The Position
The Administrative Assistant provides high-level administrative and operational support to executive leadership. This role requires exceptional discretion, strong organizational skills, and the ability to manage complex schedules, executive travel, confidential information, and large-scale meetings and events. The position serves as a key liaison between executives, internal teams, and external stakeholders.
Requirements
- Minimum of 5 - 8 years of progressively responsible administrative experience, including direct support of senior or executive leadership.
- High School Diploma or GED required
- Excellent organization and communication skills both verbal and written are essential
- High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and Adobe applications.
Nice To Haves
- Associate’s or Bachelor’s degree preferred.
- Previous experience serving as a professional point of contact via phone, email, and in-person interactions.
- Must be able to effectively juggle multiple communication channels and administrative priorities simultaneously
- Extensive experience supporting executive-level and organizational events.
- Prior experience with planning, coordination, and execution of large meetings and events, including logistics, scheduling, materials preparation, and follow-up.
Responsibilities
- Provide comprehensive administrative support to executive leadership, anticipating needs and exercising independent judgment.
- Manage complex executive calendars, including scheduling meetings, coordinating priorities, and resolving conflicts.
- Prepare, submit, and reconcile expense reports for executive leadership.
- Help coordinate and prepare presentations.
- Coordinate all aspects of executive travel, including commercial and corporate jet travel.
- Take detailed meeting notes, with a clear understanding of what information is appropriate to share versus what must remain confidential.
- Maintain strict confidentiality of executive communications, initiatives, and sensitive information.
- Serve as a professional point of contact via phone, email, and in-person interactions.
- Demonstrate strong interpersonal skills when engaging with executives, employees, dealers, vendors, and external partners.
- Effectively juggle multiple communication channels and administrative priorities simultaneously.
- Assist with planning, coordination, and execution of large meetings and events, including logistics, scheduling, materials preparation, and follow-up.
- Support executive-level and organizational events, including but not limited to: sales leadership meetings, spring & fall Dealer Principal meetings, sales strategy meetings, national account team meetings, international meetings, training related events.
- Creation and distribution of dealer letters for dealership changes
- Consolidate and distribute monthly reports.
- Distribute SGNA monthly reports.
- Ensure work is performed in a constant state of alertness and in a safe manner.
- Support special projects and perform additional duties as assigned.
Benefits
- Competitive Salary
- Performance Bonus
- Generous Paid Time Off
- 13 Paid Holidays
- Affordable Medical plans
- no-cost Dental & Vision options
- 100% 401(k) match up to 6%
- Company-Paid Life Insurance
- Short-Term Disability
- Long-Term Disability
- Tuition Assistance Program
- Employee Assistance Program (EAP) with access to mental health care, legal support, and financial guidance
- Recognition and Kaizen (continuous improvement) Reward Programs
- Meaningful opportunities for personal and professional development
- Onsite Fitness Center & Occupational Health Clinic
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
