Executive Assistant

Job description

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 the Role:** We are seeking a highly skilled and resourceful Executive Assistant to provide dual support to the VP of Communications and the Director, Head of People. 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. The ideal candidate is a trusted partner who operates with autonomy, anticipates needs before they arise, and ensures seamless execution for both executives. ### 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. ### Qualifications - 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.