Administrative Assistant, Contingent Worker (1515713)

Toyota North America; Georgetown (KY); On-site; USD 34,000 - 45,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401K

Job summary

Magnit Direct Source on behalf of Toyota North America is seeking a proactive Administrative Assistant for a 12-month contract in Georgetown, Kentucky. The role focuses on calendar management, travel coordination, expense processing, and event support, with strong emphasis on confidentiality.

Applicants should be proficient in Microsoft Office, able to communicate effectively with teams and vendors, and have a background in budgeting or related finance tasks. 9–5 schedule, no travel required.

Qualifications

• Ability to manage dynamic executive schedules.
• Strong written and verbal communication with teams and vendors.
• Proficient in Word, Excel, PowerPoint, Outlook, Teams, and Copilot.
• Experience in event planning.
• Knowledge of budgeting process.

Responsibilities

• Manage multiple executive schedules.
• Coordinate domestic and international travel logistics.
• Assist with time-sensitive, confidential tasks and reporting.
• Process expense reports for executives with accuracy.
• Support department events and conferences, including travel and catering.
• Develop and maintain KPI reports.
• Provide after-hours travel support as needed.

Skills

Schedule management

Microsoft Office

Communication

Event planning

Budgeting

Education

Associate degree or higher

Tools

Oracle PeopleSoft

SAP Ariba

Job description

Magnit Direct Sourcing on behalf of Toyota is currently hiring an Administrative Assistant for a temporary assignment in Georgetown, Kentucky.

This is a 12-month contract. The pay range for this role is between $25.00- $33.00/Hr. Benefits: Medical, Dental, Vision, 401K.

Key Responsibilities

• Manage multiple executive schedules.
• Coordinate complex domestic and international travel arrangements - including meetings, logistics and travel (flights, lodging, ground transportation, necessary conference registrations).
• Use sound judgement and personal knowledge of executives' goals and needs to anticipate and manage future needs and potential issues.
• Process and manage time-sensitive and/or confidential tasks including reports, events, and dinners/ conferences with discretion and accuracy.
• Support purchase order/requisition entry and overall costs management/tracking.
• Provide informational assistance and direct team members to reference policies, websites, IT resources, etc.
• Process expense reports for multiple executives (confirming receipts, amounts, accuracy of charges).
• Perform daily clerical duties such as mail distribution, office supply ordering, business card ordering, etc.
• Provide IT Support and/or input tickets on behalf of executives.
• Manage office space and maintain current seating chart.
• Provide support as needed for other team members in relation to executives' needs/goals/calendar.
• Provide support for on/off-site department events/functions/conferences including scheduling, catering, travel, etc. (general coordination of event(s)).
• Assist the department as needed with administrative and/or project-oriented support.
• Develop and maintain various KPI reports.
• Provide after-hours support in the event of travel emergencies.

Qualifications

• High capability of managing dynamic and challenging schedules for executives.
• Ability to effectively communicate in person and via email/Teams with Toyota project team, general contractors, vendors, purchasing groups, etc.
• Competency in Microsoft Office Suite: Word, PowerPoint, Excel, Outlook, Teams, and Copilot.
• Previous experience in event planning.
• Knowledge and experience in the annual budgeting process.

Education/Experience

• 0 to 10 years of experience in Administrative Assistant role.

Added Bonus

• Associates degree or higher in business or related field.
• Oracle PeopleSoft and SAP Ariba.

Magnit Direct Source 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 Magnit Direct Source 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 Magnit Direct Source to assist with immigration support or sponsorship now or in the future.

Magnit is an equal opportunity employer, and all applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.

Pursuant to the California Fair Chance Act, Los Angeles County Fair Chance Ordinance for Employers, Los Angeles Fair Chance Initiative for Hiring Ordinance, and San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Criminal history may have a direct, adverse, and negative relationship with some of the material job duties of this position. These include the duties and responsibilities listed above, as well as the abilities to adhere to company policies, exercise sound judgment, effectively manage stress and work safely and respectfully with others, exhibit trustworthiness, meet client expectations, standards, and accompanying requirements, and safeguard business operations and company reputation

Work Authorization

Preferred years of experience : 0 years

Travel required : No travel required

Shift timings : 9 AM to 5 PM