Executive Assistant

Toyota Research Institute•Los Altos, CA

13d•Remote

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 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.

Requirements

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.

Nice To Haves

A bachelor’s degree is strongly preferred.
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 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.