Overview

Who we are

At Toyota, we are reimagining mobility through innovative, high-quality technology solutions designed to enhance lives and meet our company mission of “Producing Happiness for All.” If you are interested in reimagining mobility with us in an inclusive environment built on teamwork that puts respect for people first, we want to talk to you.

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 Corporate Communications is looking for a passionate and experienced Executive Administrative Assistant.

The primary responsibility is to provide executive-level administrative support, department meetings, event and activity planning, and budget and project assistance on-site at TMNA’s Plano headquarters.

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.

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 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.
• Plan and coordinate in-person group meetings and Teams calls, including preparation of related materials, food and beverage ordering and coordination, meeting room set-up and clean-up, etc.

What you bring

• Related professional experience or Bachelor’s degree.
• Proficiency in MS Office applications; including Word, Excel, and PowerPoint.
• Extreme attention to detail with no room for error.
• Ability to multitask and shift priorities quickly while working under tight deadlines.
• 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.
• Ability to develop, review, and edit presentations and documentation; independently research and analyze associated issues, compile materials needed for presentation or decision-making purposes.
• Recent and extensive executive-level administrative support experience.
• A focus on accuracy with the ability to produce high-quality work in a fast-paced environment.
• Comfortable managing domestic and international travel arrangements and related expenses.　
• Ability to prepare detailed expense reports and reconcile payments with the corporate card on a timely basis/ confirm all exchange rates, if applicable.
• Self-motivated professional with strong initiative. Excellent interpersonal skills when interfacing with all internal and external parties.
• Experience handling matters with strict confidentiality.
• Strong budget acumen and familiarity with TMNA’s systems.

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