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:
  • Provide comprehensive administrative support to executive leadership, anticipating needs and exercising independent judgment.
  • Manage complex executive calendars, including scheduling meetings, coordinating priorities, and resolving conflicts.
  • Prepare, submit, and reconcile expense reports for executive leadership.
  • Help coordinate and prepare presentations.
  • Cook all aspects of executive travel, including commercial and corporate jet travel.
  • Take detailed meeting notes, with a clear understanding of what information is appropriate to share versus what must remain confidential.
  • Maintain strict confidentiality of executive communications, initiatives, and sensitive information.
• Communication & Relationship Management:
  • Serve as a professional point of contact via phone, email, and in-person interactions.
  • Demonstrate strong interpersonal skills when engaging with executives, employees, dealers, vendors, and external partners.
  • Effectively juggle multiple communication channels and administrative priorities simultaneously.
• Meeting, Event & Project Support:
  • Aid in planning, coordination, and execution of large meetings and events, including logistics, scheduling, materials preparation, and follow-up.
  • 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:
  • Create and distribute dealer letters for dealership changes.
  • Consolidate and distribute monthly reports.
  • Distribute SGNA monthly reports.
• General Administrative Responsibilities:
  • Ensure work is performed in a constant state of alertness and in a safe manner.
  • 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

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.

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
• To learn more about Toyota Material Handling North America (TMHNA), visit: https://www.toyotaforklift.com/careers or https://careers.raymondcorp.com/careers or https://www.toyotaforklift.com/toyota-heavy-duty-careers