Administrative Assistant

Toyota Material Handling; United States; Hybrid; USD 57,000 - 73,000; Full time

Benefits offered by this job

Competitive Salary

Performance Bonus

Generous Paid Time Off

Affordable Medical plans

100% 401(k) match

Company-Paid Life Insurance

Tuition Assistance Program

Recognition and Kaizen Reward Programs

Job summary

Toyota Material Handling is seeking an Administrative Assistant to provide high-level support to executive leadership. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, travel, and meetings.

The position offers a hybrid work schedule, involving in-person collaboration at the Greene, NY office and remote work on Thursdays and Fridays. A competitive salary range of $57,000 - $73,000 per year is offered, depending on experience and education.

Qualifications

• 5-8 years of progressively responsible administrative experience.
• Direct support experience with senior or executive leadership.
• High proficiency in Microsoft Office Suite and Adobe applications.

Responsibilities

• Provide comprehensive administrative support to executive leadership.
• Coordinate complex executive travel and manage calendars.
• Assist with planning and execution of meetings and events.

Skills

Organizational skills

Communication skills

Microsoft Office Suite

Event planning

Education

High School Diploma or GED

Associate’s or Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Adobe applications

Job description

Join our Team as an Administrative Assistant!

The Administrative Assistant provides high-level administrative and operational support to executive leadership. This role requires exceptional discretion, strong organizational skills, and the ability to manage complex schedules, executive travel, confidential information, and large-scale meetings and events. The position serves as a key liaison between executives, internal teams, and external stakeholders.

What You’ll Be Doing:

• Executive & Leadership Support
  • Provide comprehensive administrative support to executive leadership, anticipating needs and exercising independent judgment.
  • Manage complex executive calendars, including scheduling meetings, coordinating priorities, and resolving conflicts.
  • Prepare, submit, and reconcile expense reports for executive leadership.
  • Help coordinate and prepare presentations.
  • Coordinate all aspects of executive travel, including commercial and corporate jet travel.
  • Take detailed meeting notes, with a clear understanding of what information is appropriate to share versus what must remain confidential.
  • Maintain strict confidentiality of executive communications, initiatives, and sensitive information.
• Communication & Relationship Management
  • Serve as a professional point of contact via phone, email, and in-person interactions.
  • Demonstrate strong interpersonal skills when engaging with executives, employees, dealers, vendors, and external partners.
  • Effectively juggle multiple communication channels and administrative priorities simultaneously.
• Meeting, Event & Project Support
  • Assist with planning, coordination, and execution of large meetings and events, including logistics, scheduling, materials preparation, and follow-up.
  • Support executive-level and organizational events, including sales leadership meetings, spring & fall Dealer Principal meetings, sales strategy meetings, national account team meetings, international meetings, and training related events.
• Reporting & Data Management
  • Creation and distribution of dealer letters for dealership changes.
  • Consolidate and distribute monthly reports.
  • Distribute SGNA monthly reports.
• General Administrative Responsibilities
  • Ensure work is performed in a constant state of alertness and in a safe manner.
  • Support special projects and perform additional duties as assigned.

We’re Looking For:

• Minimum of 5-8 years of progressively responsible administrative experience, including direct support of senior or executive leadership.
• High School Diploma or GED required; Associate’s or Bachelor’s degree preferred.
• Excellent organization and communication skills, both verbal and written, are essential.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and Adobe applications.

What Sets You Apart:

• Previous experience serving as a professional point of contact via phone, email, and in-person interactions.
• Ability to effectively juggle multiple communication channels and administrative priorities simultaneously.
• Extensive experience supporting executive-level and organizational events.
• Prior experience with planning, coordination, and execution of large meetings and events, including logistics, scheduling, materials preparation, and follow-up.

Where and When You’ll Work:

Enjoy the best of both worlds with a hybrid schedule—collaborate in person at our Greene, NY office and work remotely on Thursday and Friday.

Compensation and Benefits

Salary: $57,000 - $73,000 per year. Compensation depends on the selected candidate’s education and experience.

World Class Benefits:

• Competitive Salary
• Performance Bonus (remove if not applicable to the position)
• Generous Paid Time Off and 13 Paid Holidays
• Affordable Medical plans and no-cost Dental & Vision options
• 100% 401(k) match up to 6%
• Company-Paid Life Insurance, Short-Term Disability, and Long-Term Disability
• Tuition Assistance Program
• Employee Assistance Program (EAP) with access to mental health care, legal support, and financial guidance
• Recognition and Kaizen (continuous improvement) Reward Programs
• Meaningful opportunities for personal and professional development
• Onsite Fitness Center & Occupational Health Clinic
• Best in class work culture!