**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. Job Description **Lexus Southern Area** 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 **Lexus Southern Area** . Reporting to the Assistant General Manager, the person in this role will support the Lexus Southern Area’s objective to support the goals and work of the area office and the Lexus Southern Area dealers. **What you’ll be doing** + Manage complex executive schedules which include but is not limited to: + Coordinating, scheduling, and managing meetings for multiple managers and departments. + Includes monthly execution of Area/Region meetings including scheduling speakers, preparing material, and ensuring the flow of events on a monthly basis. + Updating calendars (SharePoint/Outlook/HQ Key dates), + Managing complex travel arrangements and other special event arrangements including catering, hotel and restaurant reservations, and domestic and international travel organizing and executing any type of office gathering including retirement and holiday events and parties. + Work with AGM to coordinate Dealer council correspondence, Elections, and updating contacts for same in Dealer Daily and/or SharePoint. + HR links, Benefits, Building issues, conference room connectivity, and scheduling. + Area event coordination to include annual kick-off/ holiday celebrations, culture club meetings, participating in BPGs, charity initiatives, and volunteer initiatives. + Event planning – Including Manager meetings and other possible events – planning may include working with Event Services, various vendors, and venues and creating agendas, meals, hotel rooms, etc. May also include local travel for site visits. + Point person to share with team system updates and changes, working with AGM to distribute information to the team. + Maintain monthly budget report updates, forecasting, and inputting for departments, to comply with SOX and corporate requirements: + Review monthly budget reports to ensure all expenses are in appropriate accounts. + Run weekly budget reports for Managers. + Run quarterly budget review and update to Marketing Finance Operations Department. + Review and analyze with AGM all aspects of the Budget which may include pivot charts and research into expenses monthly. + Coordinate the issuance of American Express Cards. + On-site Security liaison with Security, photos, issuing badging, access, and alarm codes. + Expense report preparation for GM/AGM, extensive knowledge and troubleshooting in Chrome River. + Liaison for team member assistance + Reinforcing of accounting placement through Chrome River + I-9 Management: Coordinator, attend weekly/monthly calls. Must be familiar with TalX/Equifax + Reconcile P-Card transactions + Create purchase orders, requisitions, and check requests as needed + Extensive working knowledge of Ariba, Indirect Procurement Shared Service, and Event Services + Monitor and approve timesheets, and time off requests as needed. + Keep overtime reports and reminders about payroll dates. + Manage human resources-related documents and processes which may include: + Maintaining confidential departmental records and files throughout the workday including, but not limited to: + Personnel action items + Team member work history + Team Emergency contact spreadsheet + Update contact lists in SharePoint and/or Dealer Daily + Updates managers on timelines and changes related to self-assessments, performance appraisals, merits, GEMs, bonuses, etc.: + Creates/updates organization charts, organization announcements, updating WISP (Workplace Information Solutions Platform), 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 + Assisting with the Summer Interns program + OSHA/Health and safety coordination. + Act as liaison to Security for receptionist coverage and duties. (assist with mail incoming/outgoing). + Act as point of contact for office vendors and management to include: postage, Coffee Services, Direct TV, and any other vendor for the area related to the building. To include processing bills and negotiation of errors or pricing for future services. + Act as liaison along with Facilities Staff Manager to C&W or Environment & Facilities, management companies to handle any facility maintenance or repair issues and concerns. + Weekly review of reports to ensure projects and work needed are on schedule to be repaired in a timely manner. Follow up when needed. + Duties include weekly update meetings while projects are ongoing, updating managers as needed, and coordinating schedules for repairs as needed. + Liaison to Corporate Shared Services - P&PS (People & Property Services) + Act as liaison to various Corporate Departments to assist with rolling out corporate initiatives to region/area team members (ie: Ethics & Compliance Week, American Heart Association.) + Other responsibilities/activities include: + Open source of support for all area team members to solution source for questions and contacts needed: + Create a variety of documents using Word, Excel, and PowerPoint (create monthly org meeting presentations) + Maintain several office lists including contact list, dealer/field traveler assignments, and districts, + Maintain dealer directory, DP, GM, GSM, S&P, and office managers. + Prepare and edit correspondence. + Birthday cards each month to all associates and dealers from GM/AGM + Holiday card creation and distribution to dealers and internal cards to associates. + 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/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. + Oversee and implement Compliance & Ethics Week **What you bring** + 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, Teams, OneNote. **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. + 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). **Belonging at Toyota** Our success begins and ends with our people. We embrace diverse 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. As a company that has been one of DiversityInc’s Top 50 Companies for Diversity and a member of The Billion Dollar Roundtable supporting minority and woman-owned suppliers for over 10 years, we are proud to be an equal opportunity employer that celebrates the diversity of the communities where we live and do business. 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.