Hiring: Executive Assistant/Office Manager Company: Toyota Research Institute Location: Cambridge, MA Job Posted Time: 2026-09-16 10:29:45 Employment Type: On-site Target Skills & Keywords : AI, Asana About the job Experience: •9-13 years of equivalent experience are encouraged to apply. •6+ years of executive administrative experience with meaningful exposure to office management, facilities, and vendor oversight. •13 years of equivalent experience are encouraged to apply. 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 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. Qualifications: •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. •Must be able to lift items up to 35 pounds. 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!