Executive Administrative Assistant

Position: Executive Administrative Assistant

Date Posted: 13th February 2026

Industry: Automotive / Mobility

Employment Type: Full Time

Experience: Not Specified

Qualification: Not Specified

Salary: $59,700.00 – $97,000.00

Location: Washington, DC, United States

Company: Toyota North America

Description:
Toyota North America is currently seeking a highly organized and experienced Executive Administrative Assistant to join its Regulatory Affairs and Environmental Sustainability Department in Washington, DC. Recognized globally as one of the most respected automotive brands, Toyota continues to shape the future of mobility through innovation, quality, and a strong culture built on collaboration and mutual respect.

This opportunity is positioned at the dynamic intersection of business and government affairs. The selected candidate will provide comprehensive executive-level administrative support, ensuring smooth day-to-day operations for department leadership. Responsibilities include coordinating meetings and departmental events, processing purchase orders and invoices, and overseeing the preparation, submission, and tracking of various internal and external reports.

The role demands close support for senior leaders who manage demanding schedules filled with meetings, travel commitments, expense reporting, and procurement processes. The position frequently involves handling sensitive and confidential matters, requiring exceptional professionalism, discretion, and sound judgment. At times, the assistant will coordinate travel arrangements and scheduling for visiting executives from Japan and other global regions.

In addition to executive support, this position includes shared office management responsibilities. The successful candidate will collaborate with building management, vendors, caterers, contractors, and internal facilities teams. Duties may also include managing deliveries, maintaining organized workspaces, ordering office supplies, and ensuring the office environment remains efficient and professional.

Key Qualifications and Skills:

• Demonstrated ability to manage multiple priorities and adapt quickly in deadline-driven environments
• Exceptional attention to detail with a strong commitment to accuracy and quality
• Strong analytical thinking and problem-solving capabilities
• Ability to exercise independent judgment when supporting executive-level decisions
• Proactive mindset with the confidence to ask clarifying questions when needed
• Professional demeanor with strong self-motivation
• Excellent interpersonal communication skills when engaging with internal teams and external stakeholders
• Proven experience maintaining strict confidentiality
• Comfortable facilitating conversations and interacting with diverse groups
• Team-oriented attitude with a strong customer-service focus

This position is based on-site in Washington, DC. Candidates must reside within a reasonable commuting distance, as remote arrangements are not available. Please note that employment-based visa sponsorship is not offered for this role.

Primary Responsibilities:

• Deliver both in-person and virtual administrative support to the Group Vice President (GVP) and department members
• Coordinate complex executive travel arrangements, including domestic and international itineraries, accommodations, and transportation logistics
• Prepare and submit detailed executive expense reports accurately and within required timelines
• Organize and manage department meetings, conference calls, and multi-location sessions involving global participants
• Facilitate seamless communication among administrative professionals and executive counterparts across departments
• Plan and support in-person meetings and virtual Teams sessions, including room setup, material preparation, and catering coordination
• Oversee submission, tracking, and archiving of high-volume reports shared with Toyota teams worldwide
• Draft and respond to correspondence addressed to government agencies and other external stakeholders
• Record and compile meeting notes, summaries, and action items as requested
• Support onboarding and offboarding processes for employees
• Communicate on behalf of the GVP when required
• Maintain organized and efficient workspace environments

Required Experience and Competencies:

• Extensive recent experience providing executive-level administrative support
• Advanced proficiency in Microsoft Office tools, including Word, Excel, SharePoint, and PowerPoint
• Strong documentation review, editing, and research skills
• Experience coordinating both domestic and international travel arrangements
• Proven ability to manage and reconcile corporate expense reporting with attention to currency and exchange rate accuracy
• Strong understanding of budgeting principles

Preferred Qualifications:

• Bachelor’s degree or higher
• Experience within the automotive or related industries
• Familiarity with Toyota internal systems
• Japanese language proficiency highly desirable
• Office management background
• Experience contributing to team development initiatives
• Knowledge of process automation for administrative tasks

Compensation and Benefits:

The annual base salary for this role ranges between $59,700.00 and $97,000.00, depending on qualifications and experience. Employees and eligible family members receive medical, dental, vision, and basic life insurance coverage. Team members may also participate in the company’s 401(k) retirement plan with company contributions.

Additional benefits include:

• A collaborative and respectful workplace culture
• Career development and tuition reimbursement programs
• Team Member Vehicle Purchase Discount
• Lease Vehicle Program eligibility (where applicable)
• Paid holidays and paid time off
• Family support resources for adoption, childcare, and education
• Tax-advantaged savings accounts such as HSA and FSA options

Toyota values diversity and inclusion, embracing individuals from all backgrounds and perspectives. Applicants are considered without regard to legally protected characteristics.

For questions, application assistance, or accommodation requests, please contact: talent.acquisition@toyota.com

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