Executive Assistant at Toyota Nationwide Forklifts

Columbus, Indiana, United States -

Full Time

Start Date

Immediate

Expiry Date

21 May, 26

Salary

83800.0

Posted On

20 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Strategic Scheduling, Travel Logistics, Correspondence Preparation, Presentation Editing, Board Governance Support, Agenda Planning, Meeting Logistics, Recordkeeping, Stakeholder Relationship Management, Confidentiality, Discretion, Microsoft Office Suite, Virtual Collaboration Platforms, Independent Work, Attention to Detail

Industry

Machinery Manufacturing

Description

Join our Team as an Executive Assistant! The Role: We are seeking a highly experienced Executive Assistant to provide strategic, high-level administrative support to the Chief Administration Officer within a large, complex organization. This role will also provide executive support to the Chief Financial Officer, Chief Legal Officer, and Chief Human Resources Officer, as needed. As a trusted business partner to executive leadership, this position plays a critical role in optimizing executive effectiveness, managing competing priorities, and ensuring seamless coordination across departments and stakeholders. The ideal candidate is proactive, detail-oriented, and thrives in fast-paced, enterprise-level environments. This individual anticipates needs before they arise, exercises discretion and sound judgement, and operates with a strategic mindset while maintaining operational excellence in all interactions. What You’ll Be Doing: Executive Support * Provide comprehensive executive-level administrative support to the Chief Administrative Officer, including complex calendar management, strategic scheduling, and travel logistics across multiple time zones. * Anticipate executive needs, proactively manage shifting priorities, and resolve scheduling conflicts to maximize leadership productivity. * Prepare, edit, and manage high-level correspondence, presentations, reports, and briefing materials -often confidential and time-sensitive. * Track strategic initiatives, key deliverables, and follow-up actions from executive and leadership meetings. Board and CEO Leadership Coordination * Partner closely with the Executive Assistant to the CEO to support Board of Directors governance activities, including agenda planning, meeting logistics, board materials preparation, and corporate recordkeeping. * Liaise with executive leadership and department heads to align communications and ensure organizational priorities are executed effectively. * Prepare executives for board meetings, leadership retreats, strategic planning sessions, and enterprise-wide initiatives. Communication and Relationship Management * Act as the primary point of contact for the CAO, managing inquiries and correspondence with professionalism, diplomacy, and confidentiality. * Build and maintain strong relationships with internal and external stakeholders, including board members, community leaders, and partners. * Draft and proofread high-level communications, ensuring accuracy, tone consistency, and alignment with organizational brand and values. Operational Excellence * Maintain highly organized systems for records management, documentation, and information flow. * Collaborate with Finance, Legal, and HR on expense reporting, approvals, compliance documentation, and administrative processes. * Support special projects and cross-functional initiatives as assigned by the CAO. The above duties and responsibilities are representative of the nature and level of work assigned and are not necessarily all-inclusive. What We’re Looking For: * Minimum of 7 years of experience providing executive-level administrative support to senior leaders within a large or complex organization. * Demonstrated experience supporting multiple senior executives simultaneously. * Exceptional organizational, written, and verbal communication skills. * Proven ability to manage highly confidential information with integrity and discretion. * Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and virtual collaboration platforms (Microsoft Teams, Zoom). * Ability to interact confidently across all levels of the organization, including board members and senior leadership. * Strong judgement, discretion, and the ability to work independently while managing multiple priorities under pressure. * High attention to detail, accuracy, and follow-through. What Sets You Apart: * Bachelor’s degree in Business Administration, Communications, or a related field. * Prior experience supporting Board of Directors governance activities. * Demonstrated commitment to operational excellence, continuous improvement, and executive-level service. * Strategic thinker with a proactive positive mindset. Where and When You’ll Work: * Enjoy the best of both worlds with a hybrid schedule - collaborate in person at our Columbus, Indiana office Monday – Wednesday and work remotely Thursday-Friday. What Your Total Compensation & Benefits Package will look like: Salary - $65,400 - $83,800 per year. Compensation depends on the selected candidate’s education and experience. Relocation: This role may be eligible for relocation assistance. World Class Benefits: * Competitive Salary * Performance Bonus * Generous Paid Time Off and 13 Paid Holidays * Affordable Medical plans and no-cost Dental & Vision options * 100% 401(k) match up to 6% * Company-Paid Life Insurance, Short-Term Disability, and Long-Term Disability * Tuition Assistance Program * Employee Assistance Program (EAP) with access to mental health care, legal support, and financial guidance * Recognition and Kaizen (continuous improvement) Reward Programs * Meaningful opportunities for personal and professional development * Onsite Fitness Center & Occupational Health Clinic * Best in class work culture! Big Name | Big Opportunities | Life is Better at Toyota Toyota Material Handling North America (TMHNA), the industry leader in forklift sales, comprises two main brands: Toyota Material Handling and The Raymond Corporation. We believe investing in the best people, products, and processes will fuel our future success, and we will always be driven by our foundational principles of “respect for people” and “continuous improvement”. With opportunities across North America, we are confident you will find the right position within TMHNA that can help you build a long, fulfilling career. Learn more here: https://www.toyotaforklift.com/careers [https://www.toyotaforklift.com/careers] Follow us on Social Media: Working at Toyota Material Handling | Glassdoor [https://www.glassdoor.com/Overview/Working-at-Toyota-Material-Handling-EI_IE14275.11,35.htm]

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Responsibilities

This role provides strategic, high-level administrative support primarily to the Chief Administration Officer, and secondarily to other C-suite executives, focusing on optimizing executive effectiveness and managing competing priorities. Key duties include complex calendar management, travel logistics across time zones, preparing high-level correspondence, and tracking strategic initiatives.