Job Information
Toyota Executive Administrative Assistant in Plano, Texas
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.
An important part of the Toyota family is Toyota Financial Services (TFS), the finance and insurance brand for Toyota and Lexus in North America. While TFS is a separate business entity, it is an essential part of this world-changing company- delivering on Toyota's vision to move people beyond what's possible. At TFS, you will help create best-in-class customer experience in an innovative, collaborative environment.
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.
Who we’re looking for
Toyota’s Financial Services Marketing Department is looking for a passionate and highly motivated Executive Administrative Assistant.
The primary responsibility of this role is to provide administrative support to the VP of Product and Marketing for Toyota Financial Services and his team while also providing ad hoc coordination on a variety of topics as needed.
The successful candidate will possess:
Demonstrated ability to operate in a high pressure, deadline driven environment and handling/prioritizing multiple requests with speed and accuracy.
Demonstrated ability to learn the working style, preferences, and priorities of the supported executives, including anticipating needs as well as working independently with minimal direction.
Demonstrated ability to exhibit good judgment when fulfilling tasks ranging from simple to complicated and in prioritizing competing demands and requests.
Excellent written and verbal communication skills; ability to communicate effectively.
High-energy, self-motivated, and professional with strong initiative for improving processes.
Proven ability to be discreet and sensitive in dealing with matters of a confidential, sensitive, or of a private nature.
Ability to build relationships with a broad audience both internal and external to TFS.
Reporting to the VP of Product and Marketing, the person in this role will support the marketing, remarketing and Voluntary Protection Products (VPP) department's objective to increase brand awareness, enhance the vehicle value chain and increase VPP sales.
This position is based in Plano, Texas. The selected candidate will be expected to reside within commutable distance of this location.
What you’ll be doing
Provide stable and dependable support, actively stay informed of the various departments’ needs (including HR related), projects, issues, meetings, people, etc., and anticipate and proactively support the Vice President his Executive leaders.
Manage and plan department meetings and team building events: assist with agenda building, logistics, set up for onsite activities like townhalls in new FLEX (virtual and live) environment; department meeting coordination and with other departments.
Reserve conference rooms, set up for meetings and arrange for necessary catered meals; work with other EA’s for the scheduling of various committee meetings.
Manage travel arrangements for VP and General/Group Managers; prepare and submit expense reports assuring timely and accurate submission/documentation.
Respond to calls and correspondence in a timely manner and provide information and assistance as necessary.
Administer and reconcile various department purchases with corporate issued purchase card; process and track department invoices and purchase orders.
Maintain department’s organizational charts, Teams access, and phone lists.
Receive and distribute mail; manage documents - scanning, photocopying, faxing, etc.
Manage and maintain department email distribution lists.
Manage supplies, place new orders when necessary.
Maintain department contact for facilities and other miscellaneous issues.
Coordinate new hire/contingent/consultant on-boarding.
Support the team while maintaining a professional demeanor with external partners (suppliers, agencies, vendors, etc.) and internal contacts with a wide variety of levels of correspondence and communications.
Coordinate, collect, and prepare presentations, spreadsheets, flow charts, and other general business documentation to support the departments.
What you bring
3+ years of administrative/executive assistant support experience.
Advanced proficiency with Microsoft applications (Word, Excel, PowerPoint, Outlook, Teams).
Experience coordinating logistics for meetings and conferences.
Experience scheduling/coordinating travel.
Experience with reconciling expenses/expense reports.
Meticulous attention to detail and accuracy while maintaining high quality work in a fast-paced environment.
Excellent interpersonal skills, virtual communications skills, when interfacing with all levels of team members.
Ability and willingness to work overtime when needed.
Added bonus if you have
Customer service experience.
Bachelor's degree.
Understanding of captive automotive finance business and dealership financial services products, services, operations with focus on sales, finance and VPP.
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.