Executive Assistant​/Office Manager

At Toyota Research Institute (TRI), we're on a mission to improve the quality of human life. We're developing new tools and capabilities to amplify the human experience. To lead this transformative shift in mobility, we've built a world-class team advancing the state of the art in AI, robotics, driving, and material sciences.

About this Role:

We are seeking a highly skilled and resourceful Executive Assistant/Office Manager to provide dual support to the VP of Energy + Materials and the VP of Finance. This role requires a proactive individual with exceptional judgment, strong discretion, and the ability to manage complex, cross-functional priorities across two distinct leadership functions. This role blends executive-level administrative support with day-to-day office operations, requiring someone who can shift fluidly between strategic coordination and hands-on execution.

The ideal candidate brings strong judgment, a high degree of discretion, and a proactive approach to keeping both the executive and the office running smoothly.

• 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.

• Proficient 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.

The pay range for this position at commencement of employment is expected to be between $122,000 and $167,000/year for Massachusetts-based roles. Base pay offered will depend on multiple…