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Executive Administrative Assistant
Executive Administrative AssistantToyota Tsusho Systems • Plano, TX, US
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Executive Administrative Assistant

Executive Administrative Assistant

Toyota Tsusho Systems • Plano, TX, US
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  • [job_card.full_time]
[job_card.job_description]

Join a Global Leader and Make an Impact

Are you an experienced senior administrative professional looking for a dynamic contract opportunity? This is your chance to work with C-Suite and Senior executives under the Toyota group umbrella, a globally recognized brand known for innovation, respect for people, and continuous improvement.

In this role, you'll be the go-to resource for executive support, managing calendars, coordinating travel, and ensuring smooth operations across multiple time zones. If you thrive in fast-paced environments and enjoy being at the center of strategic initiatives, we want to hear from you!

About the Role

We are seeking a highly organized and proactive Executive Administrative Assistant to support senior leadership. This contract position is ideal for someone with prior experience supporting C-level or senior executives who can hit the ground running and deliver exceptional results.

Key Responsibilities

Calendar & Meeting Management

  • Schedule monthly, weekly, and daily conference calls.
  • Reserve conference rooms and arrange catered meals as needed.
  • Coordinate and manage executive calendars, including General / Group Managers.
  • Compile meeting agendas and requisite information for executive meetings.
  • Collaborate with other EAs for committee and department meetings.
  • Meet service level targets for responsiveness (typically, calendar management within 2 hours, urgent requests within 30 minutes).

Travel & Expense Coordination

  • Arrange domestic and international travel (flights, hotels, ground transportation).
  • Process expense reports accurately and on time using tools like Chrome River and FCM Travel.

    • Administrative Support

  • Maintain distribution lists and assist with departmental communications.
  • Provide backup coverage for other EAs during absences.
  • Support executives in different U.S. time zones; flexibility for remote / on-site work as needed.

    • Collaboration & Communication

  • Partner with other administrative teams to ensure seamless operations.
  • Use tools such as Outlook, Teams, and phone / text for communication.

    • Training & Onboarding

  • Complete onboarding within 1 week; fully operational in 35 months.
  • Participate in necessary training such as Data Privacy, Antitrust, and quarterly courses via internal learning platform.

    • Risk Management & Contingency

  • Support contingency plans for sudden EA departures, sick leave, or technology failures.
  • Adhere to NDA and Data Handling Agreements for sensitive information.
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