Executive Assistant

Toyota • Plano, Texas, United States of America • 4d ago

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 Data & Technologydepartment is looking for a passionate and highly motivated Executive Administrative Assistant to support the Group Vice President and Chief Information Officer (CIO) andselect other executives.  

 
The primary responsibility of this role is to provide administrative support to the Chief Information Officer (CIO), VP, Analytics, and VP, Data & Technology Business Operationsalong with theirteam 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.

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  

Manage and maintain the assigned executives’ calendar and schedule; schedule and coordinate meetings, including conference room scheduling.

Coordinate and schedule travel arrangements for assigned executives’, including creating a travel agenda; arrange necessary catered meals and setup/cleanup for meetings; coordinate and schedule departmental meetings and team building events, etc.

Receive and respond to calls directed to the assigned executivesand effectively screen incoming calls.

Exercise discretion and common sense as to the urgency of calls. Respond to calls, as directed, in a timely and courteous manner and provide information and assistance as necessary.

Draft department correspondence and communication as directed by assigned executives; prepare presentations, spreadsheets, flowcharts and other general business documentation; receive and prioritize assigned executives’mail; perform other various tasks.

Administrative functions such as scanning, photocopying, faxing.

Maintain confidential files for the assigned executives.

Prepare and submit expense reports for the assigned executivesassuringtimely submission and accurate documentation.

Update/print meeting documents and pick up visitors from the lobby.  Proactively send visitor names to the security desk.

Assist with day-to-day administration, including morning huddles with CIO and weekly huddles with the team.

What you bring  

Strong experience in supporting multiple executives from an administration perspective.

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

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.

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.