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 Regulatory Affairs and Environmental Sustainability Department is looking for a passionate and experienced Executive Administrative Assistant.

Located in Washington, DC at the exciting and impactful intersection of business and government, the primary responsibility of this role is to provide executive-level administrative support, assist with department meetings, event and activity planning, handle purchase orders and invoicing, manage submission and tracking of various internal and external reports, and other similar support for daily operations.

This role supports leaders with a high volume of meetings, travel and expenses, scheduling, and purchase order processing. It often involves confidential matters and requires complete discretion and professionalism. The person in this role will occasionally manage logistics for travel and scheduling for visiting executives from Japan or other regions.

Finally, the role includes general office management activities that are distributed and shared among other administrative professionals, including interacting with building management and other stakeholders including vendors, caterers and contractors, making and taking delivery of shipments, ordering office supplies, and coordinating with Toyota's Real Estate and Facilities team on certain matters.

The successful candidate will have:

• Proven ability to multitask and shift priorities quickly while working under tight deadlines
• Extreme attention to detail; 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
• Comfortable speaking and engaging with people and groups
• A collaborative attitude and customer-focused mindset

This position is based at our Washington, DC office. 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 the Group Vice President (GVP) and other members of the group to ensure that operations run smoothly, including supporting meeting management, event assistance, and written correspondence.
• 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. Responsible for timely/accurate of submission travel expenses.
• Plan and manage meetings and conference calls including large department meetings that involve multiple locations (including multiple countries), presentations, and video.
• Allow for smooth communication among administrative staff and executive counterparts in all TMNA departments. Build trust and credibility.
• 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.
• Manage submission, tracking, and archiving a high volume of internal reports delivered to Toyota groups worldwide. Prepare annual summaries according to established protocols.
• Prepare various correspondence to government agencies and other stakeholders and reply to inquiries, requests for meetings, and other solicitations.
• Transcribe/consolidate meeting minutes, notes, or recaps as requested.
• Assist with onboarding/off-boarding employees.
• Send occasional emails on behalf of GVP.
• 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.).

What you bring

• Recent and extensive executive-level administrative support experience
• Proficiency in MS Office applications, including Word, Excel, SharePoint, and PowerPoint
• Proven ability to develop, review, and edit documentation and correspondence; independently research and analyze associated issues, compile materials needed for presentation or decision-making purposes
• Experience and comfort with managing domestic and international travel arrangements and related expenses　
• Proven ability to prepare detailed expense reports and reconcile payments with the corporate card on a timely basis/ confirm all exchange rates when applicable
• Strong budget acumen

Added bonus if you have

• Bachelor's degree or higher
• Automotive or similar industry experience
• Familiarity with Toyota systems
• Japanese language skills highly preferred
• Office management experience
• Experience in effective team building
• Experience automating basic administrative processes

What We'll Bring

During your interview process, our team can fill you in on all the details of our industry-leading benefits and career development opportunities. A few highlights include:

• 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)

The annual base salary range for this position is $59,700.00 - $97,000.00.Employees (and their families) are covered by medical, dental, vision, and basic life insurance. Employees are able to enroll in our company's 401k plan.

Belonging at Toyota

Our success begins and ends with our people. We embrace all perspectives and value unique human experiences. Respect for all is our North Star. Toyota is proud to have 10+ different Business Partnering Groups across 100 different North American chapter locations that support team members' efforts to dream, do and grow without questioning that they belong.

Applicants for our positions are considered without regard to race, ethnicity, national origin, sex, sexual orientation, gender identity or expression, age, disability, religion, military or veteran status, or any other characteristics protected by law.

Have a question, need assistance with your application or do you require any special accommodations? Please send an email to talent.acquisition@toyota.com.

Client-provided location(s): Washington, DC

Job ID: Toyota_North_America-1289180501

Employment Type: FULL_TIME

Posted: 2026-02-14T18:56:27