Administrative Assistant

toyota; Portland (OR); On-site; USD 42,000 - 54,000; Full time

Job summary

Toyota’s Administrative Assistant in Portland sits at the center of the region, supporting leaders, associates, and dealers. The role balances hospitality with accountability, ensuring operational excellence and timely execution of administrative tasks.

The strongest candidates bring a proactive, service-minded approach, adapt quickly, and maintain confidentiality while enabling teams to function smoothly. This role requires in-office presence at the Portland Regional Office.

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.

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

Organizational skills

Communication skills

Problem solving

Team collaboration

Education

High School Diploma (or higher)

Tools

MS Outlook

Excel

Word

PowerPoint

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

• 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.

The strongest candidates are known for their ability to:

• 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 ad