Administrative Assistant

Join our Team as an Administrative Assistant!

The Role:

The Administrative Assistant provides high-level administrative and operational support to executive leadership. This role requires exceptional discretion, strong organizational skills, and the ability to manage complex schedules, executive travel, confidential information, and large-scale meetings and events. The position serves as a key liaison between executives, internal teams, and external stakeholders.

What You’ll Be Doing:

• Executive & Leadership Support

o   Provide comprehensive administrative support to executive leadership, anticipating needs and exercising independent judgment.

o   Manage complex executive calendars, including scheduling meetings, coordinating priorities, and resolving conflicts.

o   Prepare, submit, and reconcile expense reports for executive leadership.

o   Help coordinate and prepare presentations.

o   Coordinate all aspects of executive travel, including commercial and corporate jet travel.

o   Take detailed meeting notes, with a clear understanding of what information is appropriate to share versus what must remain confidential.

o   Maintain strict confidentiality of executive communications, initiatives, and sensitive information.

• Communication & Relationship Management

o   Serve as a professional point of contact via phone, email, and in-person interactions.

o   Demonstrate strong interpersonal skills when engaging with executives, employees, dealers, vendors, and external partners.

o   Effectively juggle multiple communication channels and administrative priorities simultaneously.

• Meeting, Event & Project Support

o   Assist with planning, coordination, and execution of large meetings and events, including logistics, scheduling, materials preparation, and follow-up.

o   Support executive-level and organizational events, including but not limited to: sales leadership meetings, spring & fall Dealer Principal meetings, sales strategy meetings, national account team meetings, international meetings, training related events.

• Reporting & Data Management

o   Creation and distribution of dealer letters for dealership changes

o   Consolidate and distribute monthly reports.

o   Distribute SGNA monthly reports.

• General Administrative Responsibilities
• o   Ensure work is performed in a constant state of alertness and in a safe manner.
• o   Support special projects and perform additional duties as assigned.
•  Budget creation and management

What We’re Looking For:

• Minimum of 5 - 8 years of progressively responsible administrative experience, including direct support of senior or executive leadership.
• High School Diploma or GED required; Associate’s or Bachelor’s degree preferred.
• Excellent organization and communication skills both verbal and written are essential
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and Adobe applications.

What Sets You Apart:

• Previous experience serving as a professional point of contact via phone, email, and in-person interactions.
• Must be able to effectively juggle multiple communication channels and administrative priorities simultaneously
• Extensive experience supporting executive-level and organizational events.
• Prior experience with planning, coordination, and execution of large meetings and events, including logistics, scheduling, materials preparation, and follow-up.

Where and When You’ll Work: World Class Benefits:

Where and When You’ll Work: 

• Enjoy the best of both worlds with a hybrid schedule—collaborate in person at our Greene, NY office and work remotely on Thursday and Friday. 

What Your Total Compensation & Benefits Package will look like: 

Wage- $27.52. - $35.29 per year. Compensation depends on the selected candidate’s education and experience.  

World Class Benefits: 

• Competitive Salary  

• Performance Bonus (remove if not applicable to the position) 

• 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 or https://careers.raymondcorp.com/careers or https://www.toyotaforklift.com/toyota-heavy-duty-careers  

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