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. As TTS-US transforms into a technology and mobility company, it works with eight TTS affiliates worldwide to establish a secure and resilient Toyota global value chain. The creative capacity to forge limitless business opportunities is one of the strengths of Toyota Tsusho Systems.
Position Summary
We are seeking a highly organized, proactive, and skillful Executive Administrative Assistant to join our team. The ideal candidate has more than 5 years of executive administrative support or office operations experience, professional bilingual proficiency in Japanese and English, and a strong understanding of Japanese business culture. The successful candidate will manage complex calendars, meetings, travel, expenses, invoices, executive events, and cross-cultural communication while handling confidential information with discretion and adopting AI-enabled productivity tools.
Key Responsibilities /Essential Functions
- Manage schedules and travel plans for Japanese and non-Japanese executives
- Plan and coordinate complex meetings and conference calls using Microsoft Teams, Zoom, and other platforms for Japanese staff and designated executives.
- Communicate in Japanese and other Japanese companies regarding schedules, meetings, travel, and related coordination.
- Coordinate executive calendars, conference rooms, agendas, meeting materials, catered meals, committees, and cross-functional meetings.
- Arrange domestic and international travel, including flights, hotels, rental cars, limousines, and other ground transportation, using designated travel systems.
- Prepare travel-related expense reports and process non-travel invoices and related expense reports accurately and on time.
- Coordinate local arrangements for business travelers and affiliated companies.
- Plan and organize executive, department, and company events, including venues, meals, invitations, schedules, stakeholder communication, meeting dinners, conferences, congresses, and showcases.
- Translate short Japanese documents into English as needed and distribute information, reports, and documentation to stakeholders.
- Receive and send domestic and international mail and parcels; order office supplies; maintain distribution lists; and support departmental communications.
- Submit IT or service requests through ticketing systems such as ServiceNow and provide backup support for other executive assistants as needed.
- Use Microsoft 365 tools, including Outlook, Teams, Excel, PowerPoint, and Word, to support executive operations.
- Proactively identify administrative needs, risks, and solutions, and learn AI-enabled tools and new technologies that improve productivity and workflows.
- Handle confidential executive, employee, and business information with discretion and follow applicable data-handling requirements.
- Apply continuous improvement, standardized work, problem solving, collaboration, and respect for people in daily responsibilities.
Requirements
Minimum Qualification
Required Education & Experience
- 5 + years of successful executive administrative support or office operations experience, preferably supporting C-suite or senior executives.
- Professional bilingual proficiency in Japanese and English, including reading, writing, speaking, and business communication.
- Strong understanding of Japanese business culture, etiquette, and communication practices.
- Ability to work onsite in Plano, Texas.
- Demonstrated experience managing complex calendars, meetings, travel, expenses, invoices, and events.
- Advanced proficiency in Microsoft Office and Microsoft 365, especially Outlook, Teams, Excel, PowerPoint, and Word.
- Strong organizational, prioritization, time-management, communication, and interpersonal skills.
- Highly proactive, resourceful, detail-oriented, and able to work independently in a fast-paced environment.
- Ability and willingness to learn AI tools and other new technologies.
- Ability to coordinate across multiple time zones and adapt to changing executive priorities.
Preferred Qualification
- Bachelor's degree in Business Administration, Communications, or a related field.
- Experience with corporate travel and expense tools such as Chrome River or FCM Travel.
- Experience with ticketing systems such as ServiceNow.
- Experience supporting Japanese-owned companies, global organizations, or multicultural executive teams.
- Experience planning executive or company events.
Position Type/Expected Hours of Work
- This is an onsite contract position based in Plano, Texas.
- The role requires schedule flexibility to support executives, travelers, and stakeholders across U.S. and Japan time zones.
- Occasional evening or weekend support may be required for urgent travel, meeting, or event coordination as job duties demand.
Travel
- This position coordinates domestic and international business travel for executives and visitors. Any travel required for the employee will be communicated based on business needs.