Administrative Assistant

Yokohama Tire Corporation•Santa Ana, CA

20d•$72,000 - $80,000

About The Position

The Administrative Assistant provides high-level administrative support to Human Resources and designated members of the executive leadership team, including the SVP of Human Resources, CEO, and COO. The role serves as a trusted administrative partner, managing complex calendars, coordinating domestic and international travel, preparing expense reports, facilitating meetings and appointments, and supporting executive and HR priorities. The position also provides administrative support to Yokohama’s Development Center on an as-needed basis. The role requires exceptional organization, attention to detail, discretion, responsiveness, and professionalism. The Administrative Assistant manages competing priorities, coordinates across multiple time zones, anticipates administrative needs, and communicates effectively with employees, executives, and external business partners.

Requirements

5+ years of progressively responsible administrative support experience.
Experience managing complex calendars, travel arrangements, meetings, and expense reporting.
High school diploma.
Exceptional organizational, prioritization, and time-management skills, with strong attention to detail.
Demonstrated ability to manage complex calendars, competing priorities, and frequent scheduling changes.
Ability to coordinate across multiple time zones and with geographically dispersed teams.
Excellent written and verbal communication skills, with responsiveness and professionalism.
Discretion and ability to handle confidential and sensitive information appropriately.
Strong interpersonal skills and professional communication with executives, employees, external partners, and visitors.
Ability to anticipate needs, exercise sound judgment, and independently resolve routine administrative issues.
Ability to remain composed, flexible, and solutions-oriented when priorities or schedules change.
Strong follow-through and ability to manage assignments from initiation through completion.
Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other standard business applications.
Experience using corporate travel and expense-management systems.
Ability to work independently while maintaining strong communication with supported leaders and stakeholders.
Ability to prioritize urgent executive and HR requests while maintaining accuracy and service levels.

Nice To Haves

Previous experience providing administrative support to senior leaders or executives.
Experience supporting Human Resources or an executive leadership function.
Experience coordinating domestic and international travel.
Experience planning executive meetings, off-sites, or similar business events.
Experience with Concur.
Bachelor’s degree.

Responsibilities

Provide high-level administrative support to the SVP of Human Resources, CEO, COO, and other designated executives.
Manage complex calendars, appointments, meetings, and competing priorities across domestic and international time zones; resolve scheduling conflicts and communicate changes.
Coordinate domestic and international travel, including air, hotel, ground transportation, itineraries, and other logistics.
Prepare and process executive expense reports, including gathering documentation and reconciling expenses.
Manage and support the corporate travel program, including employee support, system troubleshooting, travel partners, negotiated rates and agreements, booking issues, and program administration.
Coordinate executive and HR meetings, including scheduling, meeting rooms, agendas, presentations, materials, virtual meeting details, and logistics.
Plan and execute executive and company off-site meetings, coordinating venues, travel, accommodations, meeting space, meals, schedules, materials, and related logistics.
Prepare, proofread, and format correspondence, presentations, spreadsheets, reports, meeting materials, and other business documents.
Provide administrative and project support to Human Resources, executive leadership, and YDCA, including special projects and time-sensitive assignments.
Manage daily mailroom operations, including receiving, sorting, distributing, and coordinating outgoing mail and shipments.
Order, stock, and maintain communal office snacks and refreshments; monitor inventory and expenditures within the approved budget.
Handle sensitive employee, business, and executive information with confidentiality and sound judgment.
Build working relationships across the organization and with external partners, ensuring timely, professional communication and follow-through.
Perform other related administrative duties as assigned.