Executive Administrative Assistant

Toyota North America • Plano, TX

4d • Onsite

About The Position

Toyota Division is looking for a passionate and highly motivated Executive Administrative Assistant. The primary responsibility is to provide executive-level administrative support, assist with department meetings, event and activity planning, handle billings, support Toyota Division, at project assistance onsite at the Toyota Motor North America (TMNA) headquarters in Plano, Texas. Reporting to the Group Vice President, this person in this role supports leaders with a high volume of meetings, travel, scheduling, and billing. It often involves confidential matters and requires complete discretion and professionalism. This role also involves greeting team members and guests, as well as occasionally providing tours of the headquarters.

Requirements

• Extreme attention to detail with no room for error.
• 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.
• A focus on accuracy with the ability to produce high-quality work in a fast-paced environment.
• Self-motivated professionals with strong initiative.
• Excellent interpersonal skills when interfacing with all internal and external parties.
• Recent and significant administrative support experience; experience supporting executives highly preferred.
• Proficiency in MS Office applications (Word, Excel, and PowerPoint).
• Proven ability to multitask and shift priorities quickly while working under tight deadlines.
• Proven ability to develop, review, and edit presentations and documentation.
• Experience and comfort with managing domestic and international travel arrangements and related expenses.
• Experience preparing detailed expense reports and reconcile payments with the corporate card on a timely basis/ confirm all exchange rates.
• Experience handling matters with strict confidentiality.
• Strong level of comfort speaking and engaging with people and groups.

Nice To Haves

• Bachelor’s degree or higher.
• Automotive or similar industry experience.
• Experience with office management.
• Experience in effective team building.
• Spanish or Japanese language skills.
• Experience with Chrome River.

Responsibilities

• Provide in-person and remote support to GVP, VP, and others to ensure that all operations run smoothly, including overseeing departmental project calendar, meeting management, event assistance and written correspondence.
• Plan and manage meetings and conference calls including large department meetings that involve multiple locations, presentations, and video. May also include preparation of related materials such as food and beverage ordering and coordination, meeting room set-up and clean-up, etc.
• Prepare documents and materials requested by executives including briefing books, meeting agendas, PowerPoint presentations, etc.
• Manage approval documents, distribution emails, and archiving.
• Prepare, and submit, timely/accurate executive expense reports related to business travel, and other expenses.
• Send occasional emails on behalf of GVP.
• Reply to inquiries, requests for meetings, and other solicitations.
• Assist with onboarding/off-boarding of team members including technical requests with IT help desk, ordering of office supplies, seat assignments, and other real estate or facilities needs.
• Allow for smooth communication among administrative staff and executive counterparts in all TMNA departments.
• Build trust and credibility.
• Help effectively manage the division workspaces (i.e. keeping a clean and organized office area, appropriately handling all paperwork, maintaining control over the physical environment, etc.).
• Greet team members, and their guests, conduct tours, as needed.
• Help order supplies, merchandise, work with the print center for signage needs, and the mailroom for shipping.

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: Executive