Administrative Assistant

Yokohama Tire • Santa Ana, CA

3d

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. This 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. It also provides administrative support to Yokohama’s Development Center on an as-needed basis.

The position requires exceptional organization, attention to detail, discretion, responsiveness, and professionalism. The Administrative Assistant must manage competing priorities, coordinate across multiple time zones, anticipate administrative needs, and communicate effectively with employees, executives, and external business partners.

Requirements

• At least 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.
• Ability to manage competing priorities and frequent scheduling changes.
• Ability to coordinate effectively across multiple time zones and with geographically dispersed teams.
• Excellent written and verbal communication skills, with responsiveness and professionalism.
• Discretion and ability to appropriately handle confidential and sensitive information.
• 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.
• Ability to remain stationary, often sitting or standing for prolonged periods while working on a computer.
• Ability to perform repetitive motions involving the wrists, hands, and/or fingers.
• Ability to occasionally lift or move up to 20 pounds.

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 travel 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, 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.
• Manage the ordering, stocking, and daily upkeep of communal office snacks and refreshments, monitoring 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, responsive communication and follow-through.
• Perform other related administrative duties as assigned.

What This Job Offers

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