Executive Assistant​/Office Manager

At Toyota Research Institute (TRI), we’re on a mission to improve the quality of human life.

• Manage the executive's calendar, correspondence, and meeting cadences with a strong understanding of team priorities and business rhythms.
• Handle sensitive information with a high degree of confidentiality and discretion at all times.
• Anticipate needs and proactively coordinate resources to support executives before requests become urgent.
• Plan and coordinate international and domestic travel, including detailed itinerary and logistics management.
• Prepare and manage expense reports, purchase orders, and financial documentation accurately and promptly.
• Partner with the broader EA team to support cross-functional scheduling, staff meetings, and action item tracking.
• Handle incoming correspondence and requests, triaging and following through independently as appropriate.
• Maintain filing systems, document retention, and administrative processes consistently and with care.
• Manage schedules and communications across US time zones, with flexibility to accommodate international time zones, including Japan and other locations, as business needs and executive travel require.
• Provide coverage for EA team members on vacation to ensure continuity of support.
• Oversee day-to-day office operations, including vendor relationships, facilities coordination, supply management, and space planning.
• Serve as on-site point of contact for visiting stakeholders, candidates, and new team members.
• Support onboarding, high-visibility events, and stakeholder engagements with professionalism and attention to detail.
• Lead initiatives and special projects that strengthen engagement and community within the office.
• Champion TRI’s culture by encouraging participation in events, ERGs, and off-sites.
• Coordinate catering and onsite experiences with a high standard of quality and attention to detail.
• Provide responsive support for ad hoc team needs, including meeting setup and event logistics.

• 6+ years of executive administrative experience with meaningful exposure to office management, facilities, and vendor oversight.
• A bachelor's degree is preferred; candidates without a degree who bring 9-13 years of equivalent experience are encouraged to apply.
• Strong judgment and decision-making, with the ability to balance strategic perspective and tactical execution.
• Proven ability to manage complex, competing priorities with sound judgment and a high sense of urgency.
• Demonstrated experience handling correspondence and communications with autonomy, professionalism, and discretion.
• Exceptional written and verbal communication skills; able to represent senior leaders credibly in all interactions.
• Highly organized and detail-oriented, with the ability to manage multiple concurrent work streams under tight deadlines.
• Comfortable operating in fast-moving, ambiguous environments; adapts quickly without losing rigor.
• Collaborative team player who can also work independently with minimal direction.
• Proficienct in Google Suite, Microsoft Office, and Asana, with hands-on experience using AI tools (including Claude), travel and expense platforms, and virtual collaboration tools; quick to adopt new systems and workflows.
• Experience with dual or multi-executive support is a strong plus.
• Must be able to lift items up to 35 pounds.