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.
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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.
- 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.
- Support TEC, by opening service tickets, monitoring and tracking calendar of tours, filming and special events. Greet team members and their guests, conduct tours as needed. Help order supplies, merchandise, work with the print center for signage needs, and the mailroom for shipping.
What you bring
- Recent and extensive executive-level administrative support experience.
- Proficiency in MS Office applications, including Word, Excel, and PowerPoint
- Ability to develop, review, and edit presentations and documentation; 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
- Experience with office management
- Experience in effective team building
- Spanish or Japanese language skills
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)
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.