Join a Global Leader and Make an Impact
Are you an experienced senior administrative professional looking for a dynamic contract opportunity? This is your chance to work with C-Suite and Senior executives under the Toyota group umbrella, a globally recognized brand known for innovation, respect for people, and continuous improvement.
In this role, you’ll be the go-to resource for executive support, managing calendars, coordinating travel, and ensuring smooth operations across multiple time zones. If you thrive in fast-paced environments and enjoy being at the center of strategic initiatives, we want to hear from you!
About the Role
We are seeking a highly organized and proactive Executive Administrative Assistant to support senior leadership. This contract position is ideal for someone with prior experience supporting C-level or senior executives who can hit the ground running and deliver exceptional results.
Key Responsibilities
Calendar & Meeting Management
- Schedule monthly, weekly, and daily conference calls.
- Reserve conference rooms and arrange catered meals as needed.
- Coordinate and manage executive calendars, including General/Group Managers.
- Compile meeting agendas and requisite information for executive meetings.
- Collaborate with other EAs for committee and department meetings.
- Meet service level targets for responsiveness (typically, calendar management within 2 hours, urgent requests within 30 minutes).
Travel & Expense Coordination
- Arrange domestic and international travel (flights, hotels, ground transportation).
- Process expense reports accurately and on time using tools like Chrome River and FCM Travel.
Administrative Support
- Maintain distribution lists and assist with departmental communications.
- Provide backup coverage for other EAs during absences.
- Support executives in different U.S. time zones; flexibility for remote/on-site work as needed.
Collaboration & Communication
- Partner with other administrative teams to ensure seamless operations.
- Use tools such as Outlook, Teams, and phone/text for communication.
Training & Onboarding
- Complete onboarding within 1 week; fully operational in 3–5 months.
- Participate in necessary training such as Data Privacy, Antitrust, and quarterly courses via internal learning platform.
Risk Management & Contingency
- Support contingency plans for sudden EA departures, sick leave, or technology failures.
- Adhere to NDA and Data Handling Agreements for sensitive information.
Requirements
- Bachelor’s degree in Business Administration, Communications, or a related field.
- 3–5 years of proven success in executive administrative support and office operations.
- Experience in communicating and applying company policies and procedures.
- Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, Word, Outlook, Teams, Chrome River, etc.
Required Skills & Qualifications
- Continuous Improvement, Respect for People, Standardized Work, Problem Solving.
- Foster a positive and productive work environment; participate in company activities/events as desired.
- Strong organizational and time management skills.
- Excellent communication and interpersonal abilities
- Experience of ticketing systems, such as ServiceNow, to submit IT requests
- Ability to work independently and collaboratively in a fast-paced environment.
- Flexibility to support executives across multiple time zones.
- Commitment to ongoing learning and professional development.
- Optional: Japanese language skills for translation support.
Why Join Us?
- Opportunity to work with a global brand under the Toyota umbrella.
- Flexible work arrangements (hybrid, Local Candidates only).
- Collaborative and inclusive culture focused on continuous improvement.
