Executive Administrative Assistant - Toyota
Mansfield, MA
About the Job
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.
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.
Who we’re looking for
Toyota’s Boston Regional Office is looking for a passionate and highly motivated Executive 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 Boston Regional Office.
Reporting to the Assistant General Manager, the person in this role will support the Boston Region’s objective to support the goals and work of the Toyota field offices and dealers.
What you’ll be doing
+ Supporting the General Manager and Assistant General Manager of the Boston Region
+ Manage complex executive schedules which includes but is not limited to:
+ Coordinating, scheduling, and managing meetings
+ Updating calendars
+ Managing complex travel arrangements and other special event arrangements including catering, hotel and restaurant reservations, and domestic and international travel
+ Maintain monthly Region budget report updates, forecasting and inputting for departments, to comply with SOX and corporate requirements:
+ Reconcile Purchasing-Card transactions
+ Create purchase orders, requisitions and check requests as needed
+ Review monthly budget reports to ensure all expenses are in the appropriate accounts
+ Coordinate the issuance of Fuel Cards and American Express Cards
+ Expense report preparation
+ Manage human resources-related documents and processes which may include:
+ Maintaining confidential departmental records and files through workday including, but not limited to:
+ Appraisals
+ Personnel action items
+ Team member work history
+ Updates managers on timelines and changes related to self-assessments, performance appraisals, merits, GEMs, bonuses, etc:
+ Creates/updates organization charts, organization announcements, and other activities
+ Benefits liaison
+ Primary point of contact for My Time, payroll coordination, disability/workers compensation questions, etc.
+ New hire orientation and onboarding
+ Talent-link/hiring process
+ Assist in planning Regional Events ranging from small meetings of 5-15 and larger. It includes:
+ Working with Event Services
+ Various vendors and venues
+ Creating agendas, meals, hotel rooms, etc.
+ May also include local travel for site visits.
+ OSHA/Health and safety coordination.
+ Act as liaison to TDA/LDA agency to coordinate attendance at sponsorship/partnership events.
+ Act as liaison to Securitas for receptionist coverage and duties.
+ Act as liaison to C&W or other facility management companies to handle any facility maintenance or repair issues and concerns.
+ Other activities include:
+ Create a variety of documents using Word, Excel, and PowerPoint
+ Prepare and edit correspondence
+ Organizing and maintaining public mailing distribution lists
+ Copying, faxing, filing, distributing incoming mail
+ Supply orders
+ Ordering research materials, subscriptions, and magazines
+ Scheduling training classes, coordinating conference calls, meetings and TEAMS meetings
+ Supporting the VOM and CSOM as necessary
+ Managing charitable contributions
+ Ordering research materials, subscriptions and magazines
+ Coordinate Yearly Flu Shot clinic
+ OSHA/Health and safety coordination and postings
+ EHS coordination (Environment, Hazmat/Safety)
+ Up keep of the Team Member breakroom/coffee machine and keep inventory supplies stocked
+ Coordinate and organize Regional Administrative Team for all Region tasks and responsibilities
+ Participate and support all Region Team Member committee activities
+ Ad hoc projects as necessary
What you bring
+ Extensive experience as an Executive Administrative Assistant
+ Prior experience supporting an executive-level position
+ Background in handling highly confidential records and correspondence
+ Excellent organizational skills
+ Ability to anticipate needs of the GM and AGM
+ Strong knowledge of supporting departments, organization, operations policies and procedures
+ Proficiency in MS Outlook, Excel, Word, PowerPoint
+ Ability to learn other programs as necessary
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
Flextime and virtual work options (if applicable)
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
Tax-Advantaged Accounts (Health Savings Account, Health Care FSA, Dependent Care FSA
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, need assistance with your application or do you require any special accommodations? Please send an email to talent.acquisition@toyota.com.
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.
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.
Who we’re looking for
Toyota’s Boston Regional Office is looking for a passionate and highly motivated Executive 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 Boston Regional Office.
Reporting to the Assistant General Manager, the person in this role will support the Boston Region’s objective to support the goals and work of the Toyota field offices and dealers.
What you’ll be doing
+ Supporting the General Manager and Assistant General Manager of the Boston Region
+ Manage complex executive schedules which includes but is not limited to:
+ Coordinating, scheduling, and managing meetings
+ Updating calendars
+ Managing complex travel arrangements and other special event arrangements including catering, hotel and restaurant reservations, and domestic and international travel
+ Maintain monthly Region budget report updates, forecasting and inputting for departments, to comply with SOX and corporate requirements:
+ Reconcile Purchasing-Card transactions
+ Create purchase orders, requisitions and check requests as needed
+ Review monthly budget reports to ensure all expenses are in the appropriate accounts
+ Coordinate the issuance of Fuel Cards and American Express Cards
+ Expense report preparation
+ Manage human resources-related documents and processes which may include:
+ Maintaining confidential departmental records and files through workday including, but not limited to:
+ Appraisals
+ Personnel action items
+ Team member work history
+ Updates managers on timelines and changes related to self-assessments, performance appraisals, merits, GEMs, bonuses, etc:
+ Creates/updates organization charts, organization announcements, and other activities
+ Benefits liaison
+ Primary point of contact for My Time, payroll coordination, disability/workers compensation questions, etc.
+ New hire orientation and onboarding
+ Talent-link/hiring process
+ Assist in planning Regional Events ranging from small meetings of 5-15 and larger. It includes:
+ Working with Event Services
+ Various vendors and venues
+ Creating agendas, meals, hotel rooms, etc.
+ May also include local travel for site visits.
+ OSHA/Health and safety coordination.
+ Act as liaison to TDA/LDA agency to coordinate attendance at sponsorship/partnership events.
+ Act as liaison to Securitas for receptionist coverage and duties.
+ Act as liaison to C&W or other facility management companies to handle any facility maintenance or repair issues and concerns.
+ Other activities include:
+ Create a variety of documents using Word, Excel, and PowerPoint
+ Prepare and edit correspondence
+ Organizing and maintaining public mailing distribution lists
+ Copying, faxing, filing, distributing incoming mail
+ Supply orders
+ Ordering research materials, subscriptions, and magazines
+ Scheduling training classes, coordinating conference calls, meetings and TEAMS meetings
+ Supporting the VOM and CSOM as necessary
+ Managing charitable contributions
+ Ordering research materials, subscriptions and magazines
+ Coordinate Yearly Flu Shot clinic
+ OSHA/Health and safety coordination and postings
+ EHS coordination (Environment, Hazmat/Safety)
+ Up keep of the Team Member breakroom/coffee machine and keep inventory supplies stocked
+ Coordinate and organize Regional Administrative Team for all Region tasks and responsibilities
+ Participate and support all Region Team Member committee activities
+ Ad hoc projects as necessary
What you bring
+ Extensive experience as an Executive Administrative Assistant
+ Prior experience supporting an executive-level position
+ Background in handling highly confidential records and correspondence
+ Excellent organizational skills
+ Ability to anticipate needs of the GM and AGM
+ Strong knowledge of supporting departments, organization, operations policies and procedures
+ Proficiency in MS Outlook, Excel, Word, PowerPoint
+ Ability to learn other programs as necessary
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
Flextime and virtual work options (if applicable)
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
Tax-Advantaged Accounts (Health Savings Account, Health Care FSA, Dependent Care FSA
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, need assistance with your application or do you require any special accommodations? Please send an email to talent.acquisition@toyota.com.
Source : Toyota
