Executive Assistant

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 Accelerated Science/CAM Robotics 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.

Responsibilities

Executive Administration:

• 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.

Office Management: 

• Oversee day-to-day office operations, including vendor relationships, facilities coordination, supply management, and space planning.