Administrative Assistant

About TTS-US:

Founded in 2011, Toyota Tsusho Systems US, Inc. (TTS-US) is a Toyota group company, that develops IT solutions wherever global businesses operate. Transforming into a technology and mobility company, TTS-US with it's 8 TTS affiliates worldwide is establishing a secure and resilient Toyota global value chain. The creative capacity to forge such limitless business opportunities is one of the strengths of Toyota Tsusho Systems.

About the Role

The Administrative Assistant will provide essential administrative and operational support to Business Unit leadership and team members. This role is ideal for a detail-oriented, proactive professional who enjoys coordinating daily operations, managing documentation, supporting financial tracking, and helping ensure smooth communication across teams. The position requires strong organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Essential Functions

· Provide comprehensive administrative support to Business Unit leadership and team members.

· Coordinate daily operations including meeting scheduling, travel arrangements, and invoice processing.

· Collaborate with HR and General Affairs on clerical and office management tasks.

· Manage inventory, shipments, and deliveries for the business unit.

· Maintain and update administrative data with accuracy and timeliness.

· Prepare and submit reports, documents, and data to relevant departments or organizations.

· Analyze and present data using Excel, PowerPoint, and Word for reporting and operational tracking.

· Organize team events and support internal communications.

· Serve as the primary contact for administrative inquiries and ensure cross-functional clarity.

· Handle expense figures, cost tracking, and cost-related documentation to support financial operations as needed.

Qualifications

· Proven experience in executive-level administrative support.

· Strong proficiency in Microsoft Excel, PowerPoint, and Word.

· Skilled in handling financial data, including expense tracking and cost management.

· Capable of analyzing and presenting data for reporting.

· Excellent verbal and written communication skills.

· Excellent organizational and time management skills.

· Positive attitude, sense of humor, and ability to build friendly and collaborative relationships quickly.

· Willingness to go above and beyond to ensure tasks are completed effectively.

· Experience supporting executive-level leadership in a fast-paced environment.

· Demonstrated ability to manage financial tracking and reporting.

Requirements

• Bachelor’s degree in Business Administration, Communications, or a related field.
• 3–5 years of proven success in executive administrative support and office operations.
• Experience in communicating and applying company policies and procedures.
• Advanced proficiency in Microsoft Office Suite, especially Excel, PowerPoint, and Word.