Administrator I - Executive Administrative Assistant

TNA Toyota Motor Engineering & Manufacturing North America, Inc. Company; Plano (TX); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Healthcare plans

Tuition reimbursement

Vehicle purchase discount

Lease vehicle program

Paid holidays

Relocation assistance

Job summary

Toyota Motor Engineering & Manufacturing North America, Inc. in Plano, TX is seeking an Executive Administrative Assistant to support the daily requirements of the Executives and the PPM Department.

The role reports to the PPM Group Manager and demands proactive calendar management, travel arrangements, and timely reporting. You will coordinate cross-functional meetings, onboard new hires with IT ticketing, prepare reports, manage vendor payments, and handle confidential information in a

Qualifications

• 5+ years supporting Director-level or higher executives.
• 5+ years coordinating domestic and international travel.
• 5+ years planning meetings for 25+ attendees.
• Intermediate Excel with formulas, PivotTables, charts.
• Experience processing POs, invoices, or vendor payments.
• Experience handling confidential information.
• Bachelor's degree required.

Responsibilities

• Coordinate executive schedules and travel in a fast-paced environment.
• Arrange meetings, conferences, and training sessions with cross-functional teams.
• Support onboarding by initiating IT tickets and securing resources.
• Provide project teams with administrative support and reporting.
• Manage office supplies and coordinate vendor payments cost-effectively.
• Support ad hoc operational activities to meet department goals.

Skills

Executive support

Travel planning

Meeting coordination

Excel mastery

PO processing

Confidential info handling

IT onboarding support

Education

Bachelor's Degree

Tools

Monday.com

MS Project

Chrome River

Ariba

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

Toyota’s Project Planning and Management (PPM) Department is looking for a passionate, highly-motivated Executive Administrative Assistant. The primary responsibility of this role is to support the daily administrative needs of the Executives and of the overall PPM Department. The person in this role reports directly to the PPM Group Manager.

What you’ll be doing

Provide effective and timely overall administrative support to the Group Managers and Vice President in a fast-paced environment, including:

• coordinating complex and dynamic Executive schedules, proactively resolving calendar conflicts, arranging domestic and international travel, and managing expense reports.
• Coordinate schedules, resources, and logistics for onsite and off-site meetings, conferences, and training sessions involving cross-functional teams and external vendors, engaging with different business units and levels of organization to ensure smooth planning and execution.
• Support new hire onboarding by initiating and tracking IT tickets and other essential steps to secure resources for incoming Team Members.
• Provide project teams with a range of administrative support, including compiling information, preparing and distributing reports.
• Manage office-related needs in a cost-conscious manner including securing business supplies, catering for meetings, coordinating vendor transactions and tracking payments.
• Support ad hoc operational activities as needed to help the department meet its business objectives.

What you bring

• 5+ years supporting Director-level or higher executives, including at least 3 years supporting multiple executives simultaneously.
• 5+ years coordinating domestic and international travel, including itineraries, visas/passports, and expense reconciliation.
• 5+ years planning meetings or events for 25 or more attendees, including vendors, facilities, catering, and technology.
• Intermediate or higher Excel proficiency, demonstrated through knowledge of formulas, creating charts, PivotTables, formatting and data validation.
• Experience processing purchase orders, invoices, expense reports, or vendor payments in an enterprise system.
• Experience handling confidential or sensitive business information.
• Added bonus if you have Practical knowledge of systems or software supporting administrative and organizational work management (eg. Monday.com, MS project, etc)
• Practical knowledge of systems or software supporting expense mgmnt and ordering (eg. Chrome River, Ariba, etc)
• Bachelors Degree

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)
• Relocation assistance (if applicable)

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.

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.

Career Possibilities

Toyota is a place for people who dream big and are determined to make those dreams a reality. 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.