Executive 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 Executive Office is looking for a passionate and highly motivated Executive Assistant.

Reporting to the Senior Manager, North America Executive Office, the primary responsibility of this role is to support the Toyota Motor North America President and CEO.

The successful candidate will have:

• High-energy, self-motivation, and professionalism
• Robust kaizen mindset towards process improvement
• Exceptional discretion in handling highly confidential topics and materials
• Excellent interpersonal skills
• High degree of organization with proficient written and verbal communication skills

• Responding appropriately to requests from various internal and external contacts
• Managing calendars by scheduling, coordinating, and screening senior executive meetings and meeting requests across multiple time zones (in-person and virtual)
• Accessing meeting materials and attending meetings as needed
• Arranging, managing, and monitoring dynamic travel schedules for domestic and international meetings, including visa applications and troubleshooting with travel agency/airlines
• Coordinating executive events - e.g., receptions, VIP guest events
• Providing email support by monitoring messages for prioritization and appropriate response to internal/external stakeholders (dealers, vendors, professional organizations, etc.)
• Submitting timely and accurate expense reports in multiple currencies, P-Card transactions, work time entries, processing billing invoices, and purchase requisitions
• Establishing excellent rapport with internal/external stakeholders; negotiating commitments to mutual benefit
• Coordinating closely with Japan-based Executive Assistants on various activities
• Grasping and understanding the needs and expectations of each executive; execute and delegate tasks as needed

• Serving as back-up for other Executive Assistants by assessing and meeting the needs of other executives who may require support

• Minimum education of high school diploma or GED
• Extensive experience in executive administrative support
• Fluent in Japanese and English
• Advanced proficiency in Microsoft Office Suite
• Strong ability to learn, understand work patterns, and anticipate the needs of the executives
• Capacity to work independently with minimal direction when the executive travels
• Proven ability to work harmoniously and collaboratively within a team of Executive Assistants
• Capability to communicate effectively across cultures - e.g., coordination with Japan counterpart (in English) and other Toyota regional offices around the world
• Solid experience in handling multiple scheduling requests with speed and accuracy
• Experience managing and monitoring dynamic travel schedules for domestic and international meetings
• Demonstrated ability to operate in a high-pressure, fast-paced environment with strict timelines and milestones
• Availability and willingness to work outside standard working hours when needed

• Bachelor's degree or higher

• 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)
• Relocation assistance (if applicable)