Executive Assistant/Office Manager

Toyota Research Institute•Cambridge, MA

2d•Onsite

About The Position

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, 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.

Requirements

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 workstreams 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.
Must be able to lift items up to 35 pounds.

Nice To Haves

Experience with dual or multi-executive support is a strong plus.

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 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.