Administrative Assistant - job 1 of 2

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 San Francisco Regional Office is looking for a passionate and highly motivated 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 San Francisco Regional Office.

Reporting to the Assistant General Manager, the person in this role will support the San Francisco Region’s objective to support the goals and work of the Toyota field offices and dealers.

What you’ll be doing

• 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 budget report updates, forecasting and inputting for departments, to comply with SOX and corporate requirements:

  • Reconcile P-Card transactions

  • Create purchase orders, requisitions and check requests as needed

  • Review monthly budget reports to ensure all expenses are in 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:

o   Maintaining confidential departmental records and files through workday.

• Creates/updates organization charts, organization announcements, and other activities

• New hire orientation and onboarding

• Talent-link/hiring process

• 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 WebEx

    • Supporting the VOM and CSOM as necessary

    • Managing charitable contributions

    • Ordering research materials, subscriptions and magazines

    • Coordinate Yearly Flu Shot clinic

    • Event Planning and Coordination with Region Events

    • OSHA/Health and safety coordination and postings

    • EHS coordination (Environment, Hazmat/Safety)

    • Up keep of the All Associate breakroom/coffee machine and keep inventory supplies stocked

What you bring

• High School Diploma (or higher)

• Extensive experience as an administrative assistant

• Prior experience supporting an executive-level position

• Background in handling highly confidential records and correspondence

• Excellent organizational and communication skills

• Strong knowledge of supporting departments, organization, operations policies and procedures

• Proficiency in MS Outlook, Excel, Word, PowerPoint

Added bonus if you have

• Experience managing complex travel and special event arrangements, including catering, hotel, and restaurant reservations.

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

• 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)