Hiring: Executive Assistant Company: Toyota Research Institute Location: Los Altos, CA Job Posted Time: 2026-09-16 10:29:45 Employment Type: Contract Target Skills & Keywords : AI, Asana About the job Experience: •4 years in direct support of VP-level executives or equivalent. •At least 4 years in direct support of VP-level executives or equivalent. Required Skills: •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. Qualifications: •A bachelor’s degree is strongly preferred. •Minimum eight (8) years of administrative experience, including at least 4 years in direct support of VP-level executives or equivalent. •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. •To inform you of the categories of personal information that we collect from individuals who inquire about and/or apply to work for Toyota Research Institute, Inc. or its subsidiaries, including Toyota A.I. Ventures GP, L.P., and the purposes for which we use such personal information. Compensation: •Flexible work environment (work from home / hybrid options) Interested candidates, please apply directly through the job posting on company's career page or try via AI auto apply on this platform. Don't miss this opportunity to join a forward-thinking team!