Executive Assistant/Office Manager

NextGenEnergyJobs; Cambridge (MA); On-site; USD 90,000 - 130,000; Full time

Job summary

Toyota Research Institute (TRI) is seeking an experienced Executive Assistant to support senior leaders in a fast-paced environment. You will manage calendars, travel, and confidential communications while coordinating cross-functional activities and events.

The role requires strong organizational skills, impeccable discretion, and the ability to operate across US and international time zones, including Japan. A bachelor’s degree is preferred or equivalent experience in executive support.

Qualifications

• 6+ years of executive administrative experience with exposure to office management, facilities, and vendor oversight.
• Bachelor’s degree preferred; candidates without a degree with 9–13 years of equivalent experience are encouraged to apply.
• Strong judgment and decision-making with ability to balance strategic perspective and tactical execution.
• Demonstrated experience handling correspondence with autonomy, professionalism, and discretion.

Responsibilities

• Manage the executive's calendar, correspondence, and meeting cadences with a strong understanding of priorities.
• Handle sensitive information with confidentiality and discretion at all times.
• Coordinate international and domestic travel with detailed itineraries and logistics.
• Prepare and manage expense reports, purchase orders, and financial documentation.
• Partner with the EA team to support cross-functional scheduling and meetings.
• Oversee day-to-day office operations, vendor relationships, and facilities coordination.
• Provide on-site coverage for EA team members during vacations to ensure continuity.
• Support onboarding, events, and stakeholder engagements with professionalism and attention to detail.
• Lead initiatives to strengthen engagement and culture within the office.

Skills

Executive support

Calendar management

Travel coordination

Vendor management

Written and verbal communication

Google Suite

Microsoft Office

Asana

AI tools (Claude)

Discretion

Education

Bachelor's degree preferred

Equivalent experience 9–13 years

Tools

Google Suite

Microsoft Office

Asana

AI tools (Claude)

Travel & expense platforms

Virtual collaboration tools

Job description

At Toyota Research Institute (TRI), we’re on a mission to improve the quality of human life.

Key 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.

Requirements

• 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.