Project Administrator

Project Administrator

Toyota Motor Company | Plano, TX, 75023, US
Salary Range:$39,000 – $61,000 Salary range estimated by Zippia

Posted 11 days ago

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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 is looking for a passionate and highly motivated Project Administrator. The primary responsibility of this role is to support the Group Vice President responsible for the global support for Sustainability and Senior Media Advisor to Akio Toyoda.

What you'll be doing

* Manage external interactions with, and inquiries from, press/publications, and industry representatives with poise and professionalism, as a primary gateway to global C-suite executives.
* Research facts and figures for related global events and industry CASE transformation topics.
* Translate recorded interviews and meetings.
* Collaborate with key stakeholders across the global organization (domestic and international) to plan and execute high-level leadership meetings and calls.
* Actively administer current project needs, issues, contracts, purchase orders, and other business operation needs.
* Manage organization budget to actuals, processing POs and receipt of goods, financial reporting, and yearly chargeback to the parent company in Japan.
* Seamlessly manage multi-time zone calendaring for the executive, reflecting an understanding of organizational priorities.
* Coordinate complex international travel, including visa processing, air, accommodations, transfers/transportation, adherence to Covid protocols, etc.
* Prepare and/or review key, and often confidential/legally privileged, and/or time-sensitive, correspondence including presentation decks and materials.
* Participate in executive meetings, as requested, to take notes and prepare minutes.
* Apply judgment with a full understanding of urgency, confidentiality, and priorities of the business, routinely needing to multi-task with little to no direction.
* Be the voice for continuous improvement in approaches and processes.
* Maintain media relations activities and events - e.g., receptions, VIP guest events, and schedules.
* Provide email support by monitoring messages for prioritization and appropriate response to internal/external stakeholders (dealers, media, vendors, professional organizations, etc.).
* Submit timely and accurate expense reports in multiple currencies with strong knowledge of Travel & Expense policies to ensure compliance, P-Card transactions, work time entries, process billing invoices, and purchase requisitions.
* Establish excellent rapport with internal/external stakeholders, negotiating commitments to mutual benefit.
* Grasp and understand the needs and expectations of each executive; execute and delegate tasks as needed.

What you bring

* Minimum high school diploma.
* 10 years of executive administrative support.
* Demonstrated flexibility and problem-solving orientation.
* Ability to coordinate with outside CEO-level administrative support.
* Excellent communication skills; written and verbal, including with non-native English speakers.
* Skilled and focused on prioritizing, multitasking, and demonstrating a sense of urgency and respect for deadlines, managing time effectively.
* Ability to handle highly confidential information with discretion.
* Experience handling external inquiries from the press, industry associations, etc. with professionalism and poise.
* Strong proficiency in full Microsoft Office suite (Outlook, Teams, Excel, Word, Powerpoint).
* Flexibility to provide support outside of traditional work hours, as needed for global meetings.
* Strong ability to learn, understand work patterns, and anticipate the needs of the executive.
* Capacity to work independently with minimal direction.
* Proven ability to work harmoniously and collaboratively.
* Capability to communicate effectively across cultures - e.g., coordination with Japanese counterpart (in English) and other Toyota regional offices around the world.
* Solid experience in handling multiple scheduling requests with speed and accuracy.
* Experience managing and monitoring dynamic travel schedules for domestic and international meetings.
* High energy, self-motivation, and professionalism.
* Robust kaizen mindset towards process improvement.
* Availability and willingness to work outside standard working hours when needed.
* Minimum 10% travel required.

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.
* Vehicle purchase & lease programs.
* 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.
* Flexible spending accounts.
* Relocation assistance (if applicable).

To save time applying, Toyota does not offer sponsorship of job applicants for employment-based visas or any other work authorization for this position at this time.

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 or need assistance with your application? Check out the How to Apply section of our careers page on or send an email to