Executive Assistant

Role description

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

Key Responsibilities

• 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 highly complex international and domestic travel, including detailed itinerary and logistics management.
• Serve as a trusted gatekeeper and point of contact for internal and external stakeholders, maintaining professionalism and discretion at all times.
• Prepare and manage expense reports, purchase orders, and financial documentation accurately and promptly.
• Partner with the broader Executive Assistant team to coordinate cross-functional schedules, staff meetings, agendas, and action item tracking.
• Handle incoming correspondence and requests, triaging and following through independently as appropriate.
• Own day-to-day administrative operations, including expense reporting, filing systems, vendor contract support, meeting agendas, and document retention.
• 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.

Requirements

• A bachelor’s degree is strongly preferred.
• Minimum eight (8) years of administrative experience, including at least 4 years in direct support of VP-level executives or equivalent.
• Experienced managing executive workflows and deliverables with high autonomy and sound judgment, communicating professionally and representing leadership with discretion across all interactions.
• Strong judgment and decision-making, with the ability to balance strategic perspective and tactical execution.
• Proven ability to act with integrity, discretion, and composure in all circumstances, including sensitive or confidential matters.
• Highly detail-oriented and organized, with the ability to manage multiple concurrent assignments under tight deadlines.
• Flexible and adaptable; thrives in ambiguous, fast-moving environments.
• Team-oriented mindset, able to collaborate effectively with peers while working independently.
• 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.