Administrative Assistant

TMS Toyota Motor Sales, USA, Inc. Company; Portland (OR); On-site; USD 59,000 - 85,000; Full time

Benefits offered by this job

Team Member Vehicle Purchase Discount

Toyota Team Member Lease Vehicle (if/当

Health care and wellness plans

401(k) with company match

Paid holidays and PTO

Tuition reimbursement

Job summary

Toyota Motor Sales, USA, Inc. Company is seeking an Administrative Assistant to support the Portland Region. You will partner with regional leaders, manage calendars and travel, and help run the office smoothly and professionally.

The role emphasizes ownership, adaptability, discretion with confidential information, and a service-minded approach while upholding established processes and standards across teams.

Qualifications

• High School Diploma (or higher).
• Excellent organizational and communication skills.
• Strong knowledge of supporting departments, organization, operations policies and procedures.
• Proficiency in MS Outlook, Excel, Word, PowerPoint.
• Added bonus if you have extensive experience as an administrative assistant.
• Prior experience supporting an executive-level position.
• Background in handling highly confidential records and correspondence.
• Experience managing complex travel and special event arrangements, including catering, hotel, and restaurant reservations.

Responsibilities

• Manage executive calendars, meetings, travel, communications, and follow-up.
• Coordinate regional events, associate meetings, Dealer Council activities, and leadership forums.
• Support budgets, expenses, purchase requests, invoices, onboarding, and other key administrative processes.
• Oversee office operations, facilities, safety activities, vendors, SharePoint sites, and administrative resources.
• Partner with departments to reinforce established processes, clarify ownership, and follow up when commitments or standards are not met.
• Provide responsive operational support that enables leaders and associates to serve dealers and achieve business objectives.

Skills

MS Outlook

Excel

Word

PowerPoint

Organizational skills

Communication skills

Executive support

Education

High School Diploma (or higher)

Job description

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.

Toyota does not offer support or sponsorship of job applicants for employment-based visas or any other work authorization for this role now or in the future. You must have the right to work in the United States and not require Toyota support or sponsorship for immigration-related employment (e.g., H-1B, O-1, E-3, H-1B1, TN, F-1 OPT, F-1 STEM OPT, F-1 CPT, 'job flexibility benefits' [also known as I-140 or Adjustment of Status portability], etc.) now or in the future. You should not apply for this role if you will require Toyota to assist with immigration support or sponsorship now or in the future.

Who we’re looking for

At Toyota, the Administrative Assistant is more than a calendar manager or meeting coordinator. This role sits at the center of the Portland Region—supporting leaders, enabling associates, and helping the office operate with excellence. We're looking for a proactive, resourceful partner who brings order to complexity, anticipates needs, improves how work gets done, and creates a positive experience for dealers, business partners, and team members. We're looking for someone who embodies Toyota's commitment to Respect for People and Continuous Improvement. Success requires humility, professionalism, accountability, curiosity, and resilience. The right person is service-minded, comfortable navigating ambiguity, and willing to address gaps respectfully while helping teams uphold shared processes and standards. This is an opportunity for someone who enjoys making great work possible for others—balancing hospitality with accountability, flexibility with ownership, and operational excellence with genuine care for people.

What you’ll be doing

As the Administrative Assistant for the Portland Region, you'll serve as a trusted business partner to regional leadership while helping ensure the smooth operation of our office.

• Manage executive calendars, meetings, travel, communications, and follow-up.
• Coordinate regional events, associate meetings, Dealer Council activities, and leadership forums.
• Support budgets, expenses, purchase requests, invoices, onboarding, and other key administrative processes.
• Oversee office operations, facilities, safety activities, vendors, SharePoint sites, and administrative resources.
• Partner with departments to reinforce established processes, clarify ownership, and follow up when commitments or standards are not met.
• Provide responsive operational support that enables leaders and associates to serve dealers and achieve business objectives.

The Administrative Assistant is expected to work primarily from the Portland Regional Office during normal business hours of 8:00 AM to 5:00 PM. Visibility, accessibility, and responsiveness are essential because the role regularly supports leaders, associates, dealers, visitors, and vendor partners.

• Take ownership, anticipate needs, and follow through on commitments.
• Be adaptable, and solution-focused as priorities shift.
• Use sound judgment, protect confidential information, and build trust across all levels of the organization.
• Create structure in a fast-moving environment while balancing attention to detail with the bigger picture.
• Learn new systems quickly, challenge outdated practices, and continuously improve how work gets done.
• Advocate for the culture of the Portland Region by modeling accountability, respect, collaboration, resilience, and a service mindset.

What you bring

• High School Diploma (or higher)
• Excellent organizational and communication skills
• Strong knowledge of supporting departments, organization, operations policies and procedures
• Proficiency in MS Outlook, Excel, Word, PowerPoint
• Added bonus if you have Extensive experience as an administrative assistant
• Prior experience supporting an executive-level position
• Background in handling highly confidential records and correspondence
• Experience managing complex travel and special event arrangements, including catering, hotel, and restaurant reservations.

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 (if applicable)
• 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 $52,500.00 - $85,300.00.

Paid holidays and paid time off: The company offers 120 hours of vacation, 24 hours personal holiday, 13 company observed holidays, and 80 hours of accrued sick time.

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. 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.

Career Possibilities

At Toyota, we don't just have a vision, but a group of talented, dedicated people who work hard every day to turn that vision into reality. Our mission is to build a future where everyone has the freedom to move. We believe that nothing is impossible. We have big dreams and persevere through any obstacles. We work together to create the future of mobility and make the world a better place.

We encourage innovation and look for people who will challenge the status quo in order to make the world a better place. We thrive on teamwork and collaboration and know diverse backgrounds, experiences and perspectives are not only the right thing for our people, they are a business imperative. Together, we're empowered to forge our own paths — to be agile, curious and embrace a growth mindset and immerse ourselves in situations to gain new perspectives and to inspire bold, innovative ways of thinking and working.

Our success as a company is directly tied to our team members’ success, and our collective ability to give back to society through an unwavering commitment to delight our customers and make people’s lives better. If you want to be part of the next-generation of innovations that help keep the world moving, then join us. And let's start our impossible, together.