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About the Role

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

Responsibilities

• 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.
• Coordinate 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.
• 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.
• Assist with 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.
• Creation and distribution of dealer letters for dealership changes.
• Consolidate and distribute monthly reports.
• Distribute SGNA monthly reports.
• Ensure work is performed in a constant state of alertness and in a safe manner.
• Support special projects and perform additional duties as assigned.

Requirements

• 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.

Skills

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Adobe applications
• Executive calendar management
• Expense report preparation and reconciliation
• Presentation preparation
• Travel coordination
• Meeting note-taking
• Confidentiality management
• Interpersonal skills
• Communication (verbal and written)
• Organizational skills
• Meeting and event planning
• Logistics coordination
• Scheduling
• Materials preparation
• Follow-up
• Report consolidation and distribution

Location

• Greene, NY

Work Type

• Hybrid

Experience Level

• 5-8 years of administrative experience
• Direct support of senior or executive leadership

Education Level

• High School Diploma or GED
• Associate’s degree preferred
• Bachelor’s degree preferred

Salary/Compensations

• $57,000 - $73,000 per year

Benefits

• Competitive Salary
• Performance Bonus
• Generous Paid Time Off
• 13 Paid Holidays
• Affordable Medical plans
• No-cost Dental & Vision options
• 100% 401(k) match up to 6%
• Company-Paid Life Insurance
• Company-Paid Short-Term Disability
• Company-Paid 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

About the Company

• Toyota Material Handling North America (TMHNA) is the industry leader in forklift sales, comprising 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.

Equal Opportunity

• Best in class work culture!