Executive Assistant/Office Manager at Toyota Research Institute (Cambridge, MA)
Toyota Research Institute· Cambridge, MA·
Role details
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 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.
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.
- 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.
Qualifications
- 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.
- Proficienct 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.
- Must be able to lift items up to 35 pounds.
Why work at Toyota Research Institute
- Work‑Life Balance: 4‑day workweek (every Friday off), flexible hybrid model, 4 weeks paid vacation, generous holiday schedule.
- Benefits: 401(k) with matching and profit sharing, medical/dental/vision, 16‑26 weeks paid parental leave, back‑up child/elder care, gender‑affirming care, fertility benefits, pet insurance, life insurance.
- Wellness & Development: Monthly well‑being stipend, on‑demand fitness/nutrition/mindfulness resources, employee assistance program, learning and development programs.
- Culture: Diverse and inclusive community; values‑driven collaboration; “how we work” is as important as what we do.
- Locations: Los Altos (HQ, Silicon Valley) and Cambridge, MA (robotics lab). Remote/hybrid options available.
- Engineering Culture: Strong emphasis on research excellence, PhD‑heavy environment, opportunity to publish and patent, intern program for top students.