Executive Administrative Assistant

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.