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 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.

• Supporting the General Manager and Assistant General Manager of the Boston Region
• 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 Region budget report updates, forecasting and inputting for departments, to comply with SOX and corporate requirements:
  • Reconcile Purchasing-Card transactions
  • Create purchase orders, requisitions and check requests as needed
  • Review monthly budget reports to ensure all expenses are in the 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:
  • Maintaining confidential departmental records and files through workday including, but not limited to:
    • Appraisals
    • Personnel action items
    • Team member work history
• 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
  • Talent-link/hiring process
• Assist in planning Regional Events ranging from small meetings of 5-15 and larger. It includes:
  • Working with Event Services
  • Various vendors and venues
  • Creating agendas, meals, hotel rooms, etc.
  • May also include local travel for site visits.
• 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 TEAMS meetings
  • Supporting the VOM and CSOM as necessary
  • Managing charitable contributions
  • Ordering research materials, subscriptions and magazines
  • Coordinate Yearly Flu Shot clinic
  • OSHA/Health and safety coordination and postings
  • EHS coordination (Environment, Hazmat/Safety)
  • Up keep of the Team Member breakroom/coffee machine and keep inventory supplies stocked
  • Coordinate and organize Regional Administrative Team for all Region tasks and responsibilities
  • Participate and support all Region Team Member committee activities
  • Ad hoc projects as necessary

• Extensive experience as an Executive Administrative Assistant
• Prior experience supporting an executive-level position
• Background in handling highly confidential records and correspondence
• Excellent organizational skills
• Ability to anticipate needs of the GM and AGM
• Strong knowledge of supporting departments, organization, operations policies and procedures
• Proficiency in MS Outlook, Excel, Word, PowerPoint
• Ability to learn other programs as necessary

• 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