Executive & Office Operations Lead

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

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.