Overview

Who we are

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 Integrated Vehicle Systems (IVS) Division is looking for a passionate and highly motivated Administrative Assistant.

The primary responsibility of this role is to coordinate IVS executive schedules, coordinate events within IVS / TEMA R&D /TMC R&D, support IVS Financial Processes and manage small projects across IVS.

Reporting to the General Manager in IVS’s Technician & Development Tools Department this position will Drive Efficiency for IVS by reducing MUDA and delivering timely support across IVS.

What you’ll be doing

General support duties:

• Interacting with executive and non-executive level positions across Toyota and with business partners.

• Ability to apply judgement with full understanding of urgency, confidentiality, and priorities of the business group, routinely needing to multi-task with little to no direction.

• Skillfully navigate competing deadlines and independently leverage alternative resources to achieve optimal operational excellence.

• Office supply management, including business card ordering.

• Compiling, summarizing, and visualizing information as requested from the business.

• Distributing group specific electronic announcements, information reports, and other communication or documentation on behalf of the business.

• Supporting onboarding and offboarding employees, including tickets for IT assets, ordering necessary office supplies, seat assignment, desk set up, etc.

• Help team members investigate unknown or abnormal situations including IT issues, Microsoft application usage, contacts, etc.

• Prepare, manage, organize, and maintain correspondence, group specific documents, presentations and files physically in paper or electronically and within the appropriate storage location to ensure compliance.

• Coordinate travel arrangements and schedule for executives, if required.

• Strive for continuous improvement in approach and processes.

Meeting coordination:

• Scheduling internal and external meetings across multiple time zones, preparing and maintaining meeting materials, and catering if necessary.

• Provide general support to visitors to the office and arrange appropriate business meeting space, meals, or amenities.

Financial:

• Budget support, including invoicing issuance, monitoring of spending against budget to support variance investigations, problem-solving outstanding invoices, and organized filing of supporting documents.

• Timely and accurate submission expense reports with strong knowledge of Travel and Expense policies to ensure compliance, P-Card transactions, process billing invoices and purchase requisitions through Ariba/SAP.

Project:

• Manage or coordinate small projects providing cost-effective solutions.

• Ad-hoc project support as requested from the business.

What you bring

• Good interpersonal skills including networking with others and working with various levels of the organization effectively.

• Japanese language proficiency or translation skills.

• Maintains a strong customer focus and works well as a part of a team, putting the group’s goals and objectives first.

• Proven communication skills including written and verbal communications.

• Proven skills in Microsoft suite including, Word (template and document preparation), PowerPoint (presentation preparation), Excel (graphs, formulas, pivot tables), Visio (process flow charts), Teams, and OneNote.

• Ability to represent concepts visually in graphs, tables, charts, and other images.

• Working knowledge of Ariba/SAP systems, or capacity to learn and use accounting/finance systems efficiently.

• Ability to maintain confidentiality of sensitive or proprietary information.

• Ability to be independent and a self-starter, managing time effectively.

• Proficient at managing multiple requests, prioritizing, and communicate status of progress. Must be able to accurately assess resources needed to complete tasks and escalate when priorities conflict. Able to remain composed during times of stress.

• Attention to detail and strong organizational skills in a dynamic environment.

• Ability to identify and implement projects and process changes to ensure continuous improvement.

Added bonus if you have

• PowerBI experience.

• Toyota Way training, including JKK and TBP to improve current business processes.

What we’ll bring

During your interview process, our team will provide you with 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)

• Relocation assistance (if applicable)

Belonging at Toyota

Our success begins and ends with our people. We embrace all 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.