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 diverse, talented team members who want to Dream. Do. Grow. with us.

Job Description

Lexus Southern Area is looking for a passionate and highly motivated Administrative Assistant.

The primary responsibility of this role is to provide executive-level administrative support, acting with little supervision, anticipating needs while managing the day‐to‐day workflow, and prioritizing various projects for the Lexus Southern Area.

Reporting to the Assistant General Manager, the person in this role will support the Lexus Southern Area’s objective to support the goals and work of the area office and the Lexus Southern Area dealers.

What you’ll be doing

• Manage complex executive schedules which include but is not limited to:
  • Coordinating, scheduling, and managing meetings for multiple managers and departments.
  • Includes monthly execution of Area/Region meetings including scheduling speakers, preparing material, and ensuring the flow of events on a monthly basis.
  • Updating calendars (SharePoint/Outlook/HQ Key dates),
  • Managing complex travel arrangements and other special event arrangements including catering, hotel and restaurant reservations, and domestic and international travel organizing and executing any type of office gathering including retirement and holiday events and parties.
  • Work with AGM to coordinate Dealer council correspondence, Elections, and updating contacts for same in Dealer Daily and/or SharePoint.
  • HR links, Benefits, Building issues, conference room connectivity, and scheduling.
  • Area event coordination to include annual kick-off/ holiday celebrations, culture club meetings, participating in BPGs, charity initiatives, and volunteer initiatives.
  • Event planning – Including Manager meetings and other possible events – planning may include working with Event Services, various vendors, and venues and creating agendas, meals, hotel rooms, etc.  May also include local travel for site visits.
  • Point person to share with team system updates and changes, working with AGM to distribute information to the team.
• Maintain monthly budget report updates, forecasting, and inputting for departments, to comply with SOX and corporate requirements:
  • Review monthly budget reports to ensure all expenses are in appropriate accounts.
  • Run weekly budget reports for Managers.
  • Run quarterly budget review and update to Marketing Finance Operations Department.
  • Review and analyze with AGM all aspects of the Budget which may include pivot charts and research into expenses monthly.
• Coordinate the issuance of American Express Cards.
• On-site Security liaison with Security, photos, issuing badging, access, and alarm codes.
• Expense report preparation for GM/AGM, extensive knowledge and troubleshooting in Chrome River.
  • Liaison for team member assistance
  • Reinforcing of accounting placement through Chrome River
• I-9 Management: Coordinator, attend weekly/monthly calls. Must be familiar with TalX/Equifax
• Reconcile P-Card transactions
• Create purchase orders, requisitions, and check requests as needed
  • Extensive working knowledge of Ariba, Indirect Procurement Shared Service, and Event Services
• Monitor and approve timesheets, and time off requests as needed. 
  • Keep overtime reports and reminders about payroll dates.
• Manage human resources-related documents and processes which may include:
  • Maintaining confidential departmental records and files throughout the workday including, but not limited to:
    • Personnel action items
    • Team member work history
    • Team Emergency contact spreadsheet
    • Update contact lists in SharePoint and/or Dealer Daily
• Updates managers on timelines and changes related to self-assessments, performance appraisals, merits, GEMs, bonuses, etc.:
  • Creates/updates organization charts, organization announcements, updating WISP (Workplace Information Solutions Platform), and other activities
  • Benefits liaison
  • Primary point of contact for My Time, payroll coordination, disability/workers compensation questions, etc
  • New hire orientation and onboarding
  • Talent-link/hiring process
  • Assisting with the Summer Interns program
• OSHA/Health and safe