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.

Who we're looking for

Toyota's Cincinnati 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 Cincinnati Regional Office.

• Manage complex executive schedules which includes but is not limited to:
  
  
  • Coordinating, scheduling, and managing meetings including monthly execution of Region meeting, including scheduling speakers, preparing material and ensuring flow of event on a monthly basis.
  • Updating calendars
  • Managing complex travel arrangements and other special event arrangements including catering, hotel and restaurant reservations, and domestic and international travel including working with Home Office contacts for larger events including GM, DAC, Elegant escapes and NDM.
  • Coordinating and keeping schedules for big events for the entire office, including Flu Clinics, monthly meetings, trainings, outside contractor use of conference rooms
  • Reconcile P-Card transactions monthly and monitor other Admins approvals
  • Create purchase orders, requisitions and check requests as needed
  • Coordinate the issuance of American Express Cards
  • Expense report preparation for Executives as well as self
• Manage human resources related documents and processes which may include:
  
  
  • Maintaining confidential departmental records and files through workday including, but not limited to:
    
    
    • Appraisals
    • Personnel action items
    • Team member work history
  • Monitor and approve timesheets as needed. Keep overtime reports and reminders about payroll dates.
  • Working with other Exec administrators and home office to keep an all employee directory at each region organized and executed
• Updates managers on timelines and changes related to self-assessments, performance appraisals, merits, GEMs, bonuses, etc.:
  
  
  • Creates/updates organization charts, organization announcements, and other activities
  • Benefits liaison
  • Primary point of contact for My Time, payroll coordination, disability/workers compensation questions, etc.
  • New hire orientation and onboarding
• OSHA/Health and safety coordination and Hazmat Liaison
• 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
    • Supply orders
    • Scheduling training classes, coordinating conference calls, meetings and Web-Ex
    • Supporting the VOM and CSOM as necessary
    • Managing charitable contributions
    • Coordinate Yearly Flu Shot clinic
    • OSHA/Health and safety coordination and postings
    • EHS coordination (Environment, Hazmat/Safety)
    • Upkeep of the All-Associate breakroom/coffee machine and keep inventory supplies stocked
    • Continual learning on the changes made to systems, process and procedures
• Work directly with the GM and AGM
  
  
  • Creating and maintaining the A3 report for GM
  • Coordination of Dealer Council meetings including hotel room blocks, meeting arrangements and all gathered materials included. Assist in editing notes from the meeting for AGM to forward to National Office
  • Staff planning meeting coordination including hotel room reservation, meals and refreshments and preparation of meeting notes and follow up
  • organize and execute any type of office gathering including retirement and holiday events and parties.
  • Prepare and distribute any correspondence from the GM that needs to be sent to the region dealers pertaining to specific department or home office initiatives
• Other Department Duties
  
  
  • Record and distribute all Parity letter information between Toyota Legal and Region Dealers.
  • Prepare and distribute TLEe bottom 10 letters to dealers in the region
  • Front desk phone coverage when needed
  • Organize and complete Compliance & Ethics week

• Extensive experience as an administrative assistant
• Prior experience supporting an executive-level position
• Background in handling highly confidential records and correspondence
• Excellent organizational skills
• Strong knowledge of supporting departments, organization, operations policies and procedures
• Proficiency in MS Outlook, Excel, Word, PowerPoint

• 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
• Referral services related to prenatal services, adoption, childcare, schools, and more
• Tax Advantaged Accounts (Health Savings Account, Health Care FSA, Dependent Care FSA