Administrative Assistant Jobs

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 diverse, talented team members who want to Dream. Do. Grow. with us.

To save time applying, Toyota does not offer sponsorship of job applicants for employment-based visas or any other work authorization for this position at this time.

What We’re Looking For

The Lexus Southern Area Office is looking for a passionate and highly motivated area Administrative Assistant.

The primary responsibility of this role is to provide executive-level administrative support, acting with little supervision, anticipating needs while managing the day‐to‐day workflow and prioritizing various projects for the Southern Area Office.

Reporting to the Assistant General Manager, the person in this role will support the Southern Area objective to support the goals and work of the Lexus field offices and dealers

What you’ll be doing

• Manage complex executive schedules which includes but is not limited to:
• Managing complex travel arrangements and other special event arrangements including catering, hotel and restaurant reservations, and domestic and international travel
• Coordinating, scheduling, and managing meetings
• Updating calendars

• Coordinate the issuance of Fuel Cards and American Express Cards
• Review monthly budget reports to ensure all expenses are in appropriate accounts
• Maintain monthly budget report updates, forecasting and inputting for departments, to comply with SOX and corporate requirements:
• Expense report preparation
• Create purchase orders, requisitions and check requests as needed
• Reconcile P-Card transactions.

• Appraisals
• Maintaining confidential departmental records and files through workday including, but not limited to:
• Personnel action items
• Manage human resources related documents and processes which may include:
• Team member work history

• Assist in New hire orientation and onboarding
• Creates/updates organization charts, organization announcements, and other activities
• Updates managers on timelines and changes related to self-assessments, performance appraisals, merits, GEMs, bonuses, etc:
• Primary point of contact for My Time, payroll coordination, disability/workers compensation questions, etc
• Benefits liaison

• Act as liaison to TDA/LDA agency to coordinate attendance at sponsorship/partnership events.
• Copying, faxing, filing, distributing incoming mail
• Organizing and maintaining public mailing distribution lists
• Supply orders
• Up keep of the All Associate breakroom/coffee machine and keep inventory supplies stocked
• Ordering research materials, subscriptions and magazines
• EHS coordination (Environment, Hazmat/Safety)
• Scheduling training classes, coordinating conference calls, meetings and Web-Ex
• Other activities include:
• Act as liaison to Securitas for receptionist coverage and duties.
• Coordinate Yearly Flu Shot clinic, or other area events
• Prepare and edit correspondence
• Managing charitable contributions
• OSHA/Health and safety coordination and postings
• Supporting the VOM and CSOM as necessary
• OSHA/Health and safety coordination.
• Create a variety of documents using Word, Excel, and PowerPoint
• Ordering research materials, subscriptions, and magazines
• Act as liaison to C&W or other facility management companies to handle any facility maintenance or repair issues and concerns.
• Participate with local Culture Club coordinating events for the area

What You Bring

• Strong knowledge of supporting departments, organization, operations policies and procedures
• Excellent organizational skills
• Prior experience supporting an executive-level position
• Background in handling highly confidential records and correspondence
• Extensive experience as an administrative assistant
• Proficiency in MS Outlook, Excel, Word, PowerPoint

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:

• Flexible work options based on business needs.
• Tax Advantaged Accounts (Health Savings Account, Health Care FSA, Dependent Care FSA).
• Professional growth and development programs to help advance your career, as well as tuition reimbursement.
• 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.
• Paid holidays and paid time off.
• Referral services related to prenatal services, adoption, childcare, schools and more.
• Relocation assistance (if applicable).
• Vehicle purchase & lease programs.
• A work environment built on teamwork, flexibility, and respect.

Belonging at Toyota

Our success begins and ends with our people. We embrace diverse perspectives and value unique human experiences. Respect for all is our North Star. Toyota is proud to have 10+ different Business Partnering Groups across 100 different North American chapter locations that support team members’ efforts to dream, do and grow without questioning that they belong. As a company that has been one of DiversityInc’s Top 50 Companies for Diversity and a member of The Billion Dollar Roundtable supporting minority and woman-owned suppliers for over 10 years, we are proud to be an equal opportunity employer that celebrates the diversity of the communities where we live and do business.

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.

Have a question or need assistance with your application? Please send an email to [email protected].