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Executive Assistant/Office Manager

Toyota Research Institute· Operations
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Hybrid (Cambridge, MA)$122.1k - $152.6kFull-timePosted 2mo ago

About the role

Executive Assistant/Office Manager providing dual support to the VP of Accelerated Science/CAM Robotics and the VP of Finance, blending executive administrative support with day-to-day office operations in a hybrid, multi-timezone environment.

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.

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

Skills

Required:Executive calendar managementConfidentiality and discretionTravel planning and logisticsExpense and financial documentationCross-functional coordinationOffice management and facilitiesCommunicationTools and systems

Benefits

  • medical, dental, and vision insurance
  • 401(k) eligibility
  • paid time off benefits (including vacation, sick time, and parental leave)
  • annual cash bonus structure
Last updated Oct 21, 2026. Interested? Apply on the company site.
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About Toyota Research Institute

Pursuing automated driving solutions that are safe, scalable, and inclusive

Toyota Research Institute (TRI) envisions a future where Toyota products, enabled by TRI technology, dramatically improve quality of life for individuals and society.

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