Job Description

Toyota Motor Philippines is looking for an experienced and organized individual ready to take on a pivotal role in our company. We're currently seeking a proactive and detail-oriented Marketing Secretary to be based in Makati City.

Roles & Responsibilities

1. Executive Support & Administration

• Oversee daily operations in collaboration with senior management and division heads.
• Manage complex scheduling, calendar management, and meeting coordination.
• Act as the primary point of contact among executives, employees, clients, and external partners.
• Generate correspondence and organize files (letters, meeting minutes, memos, reports, technical documents).
• Manage the flow of information and communication to senior leadership.
• Undertake highly confidential and sensitive assignments.

2. Office & Budget Management

• Prepare and monitor budgets.
• Coordinate and process business trip documentation, including hotel bookings and transportation for executives, expatriates, and VIP guests.

3. Japanese Expat Coordination

• Oversee work permits and paperwork for incoming and outgoing Japanese expats.
• Provide comprehensive support for Japanese expatriates by overseeing accommodation payments, coordinating transportation and security arrangements (including driver assignments), and addressing personal, family, and external marketing-related requirements.

4. Visitor Coordination

• Coordinate all aspects of visitor arrangements, including itinerary planning, hotel and restaurant bookings, transportation and security logistics, and processing of representation payments.

Qualifications:

• Proven experience as an Executive Assistant or similar administrative role.
• Excellent organizational and multitasking abilities.
• Strong English communication and interpersonal skills. Japanese language is an advantage.
• Proficient in Microsoft Office 365.
• High level of discretion and confidentiality.
• Detail-oriented with the ability to anticipate needs.
• Ability to work independently and proactively.
• Strong problem-solving skills.
• Knowledge of budget management.
• Experience in handling highly confidential and delicate assignments.
• Familiarity with project-related documents and technical documents.
• Prior experience in coordinating complex schedules and extensive calendar management.
• Exceptional coordination skills and top of the line customer service.

Additional information:

• This position is based in Makati City.
• Competitive salary and benefits package.