Administrator I - Executive Administrative Assistant

Toyota•Plano, TX

About The Position

Toyota’s Project Planning and Management (PPM) Department is looking for a passionate, highly-motivated Executive Administrative Assistant. The primary responsibility of this role is to support the daily administrative needs of the Executives and of the overall PPM Department. The person in this role reports directly to the PPM Group Manager.

Requirements

5+ years supporting Director-level or higher executives, including at least 3 years supporting multiple executives simultaneously.
5+ years coordinating domestic and international travel, including itineraries, visas/passports, and expense reconciliation.
5+ years planning meetings or events for 25 or more attendees, including vendors, facilities, catering, and technology.
Intermediate or higher Excel proficiency, demonstrated through knowledge of formulas, creating charts, PivotTables, formatting and data validation.
Experience processing purchase orders, invoices, expense reports, or vendor payments in an enterprise system.
Experience handling confidential or sensitive business information.

Nice To Haves

Practical knowledge of systems or software supporting administrative and organizational work management (eg. Monday.com, MS project, etc)
Practical knowledge of systems or software supporting expense mgmnt and ordering (eg. Chrome River, Ariba, etc)
Bachelors Degree

Responsibilities

Provide effective and timely overall administrative support to the Group Managers and Vice President in a fast-paced environment, including: coordinating complex and dynamic Executive schedules, proactively resolving calendar conflicts, arranging domestic and international travel, and managing expense reports.
Coordinate schedules, resources, and logistics for onsite and off-site meetings, conferences, and training sessions involving cross-functional teams and external vendors, engaging with different business units and levels of organization to ensure smooth planning and execution.
Support new hire onboarding by initiating and tracking IT tickets and other essential steps to secure resources for incoming Team Members.
Provide project teams with a range of administrative support, including compiling information, preparing and distributing reports.
Manage office-related needs in a cost-conscious manner including securing business supplies, catering for meetings, coordinating vendor transactions and tracking payments.
Support ad hoc operational activities as needed to help the department meet its business objectives.

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 (if applicable)
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)
Relocation assistance (if applicable)