Executive Administrative Assistant

Overview

Who we are

Collaborative. Respectful. A place to dream and do. These are just a few words that describe what life is like at Toyota. As one of the world’s most admired brands, Toyota is growing and leading the future of mobility through innovative, high-quality solutions designed to enhance lives and delight those we serve. We’re looking for talented team members who want to Dream. Do. Grow. with us.

To save time applying, Toyota does not offer sponsorship of job applicants for employment-based visas or any other work authorization for this position at this time.

Who we’re looking for

Toyota's Corporate Communications Department is looking for a passionate and experienced Executive Administrative Assistant.

The primary responsibility is to provide executive-level administrative support, assist with department meetings, event and activity planning, handle billings, support the Toyota Experience Center (TEC), and project assistance on-site at Toyota's North American headquarters in Plano, Texas.

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 at the TEC.

The successful candidate will have:

• Proven ability to multitask and shift priorities quickly while working under tight deadlines

• Extreme attention to detail with no room for error; a focus on accuracy with the ability to produce high-quality work in a fast-paced environment

• 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

• Self-motivated and professional with strong initiative

• Excellent interpersonal skills when interfacing with all internal and external parties

• Experience handling matters with strict confidentiality

• Self-motivated and professional with strong initiative. Excellent interpersonal skills when interfacing with all internal and external parties

• Experience handling matters with strict confidentiality

• Comfortable speaking and engaging with people and groups

This position is based at our North American headquarters in Plano, Texas. The selected candidate will be expected to reside within commutable distance of this location.

What you’ll be doing

• Provide in-person and remote support to GVP, VP, and others to ensure that all operations run smoothly, including overseeing departmental project calendar on Airtable, 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.

• Book executive travel, hotel, and related transportation. Arrange, manage, and monitor a busy travel schedule for domestic and overseas meetings. Manage issues and find creative solutions.

• Prepare and submit executive expense reports related to business travel and other expenses.

• Support journalist requests and travel arrangements on occasion.

• Allow for smooth communication among administrative staff and executive counterparts in all TMNA departments. Build trust and credibility.

• Reply to inquiries, requests for meetings, and other solicitations.

• Prepare documents and materials requested by executives including briefing books, meeting agendas, PowerPoint presentations, etc.

• Transcribe/consolidate meeting minutes, notes, or recaps as requested.

• Assist with onboarding/off-boarding of employees including technical requests with IT help desk, ordering of office supplies, seat assignments, and other real estate or facilities related needs.  

• Manage approval documents, distribution emails, and archiving.

• Send occasional emails on behalf of GVP.

• Responsible for high-quality document creation/editing to support executive briefings and other division meetings.

• 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.).

• Responsible for timely/accurate of submission travel expenses.

• Assist with the compilation of data from various sources and formats to facilitate analysis and presentation.

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