Senior Executive Assistant
Los Altos, CA
Operations – Communications /
Full-time /
Hybrid
At Toyota Research Institute (TRI), we’re on a mission to improve the quality of human life. We’re developing new tools and capabilities to amplify the human experience. To lead this transformative shift in mobility, we’ve built a world-class team in Automated Driving, Energy & Materials, Human-Centered AI, Human Interactive Driving, Large Behavior Models, and Robotics.
We are seeking a highly skilled Senior Executive Assistant to provide comprehensive support to the VP, Communications. This role requires a proactive individual who thrives in a fast-paced environment, demonstrates exceptional judgment, and maintains the highest level of discretion while handling sensitive information. The ideal candidate will excel at managing complex schedules, global travel, and diverse communications priorities, while partnering closely with the Executive Assistant team to ensure seamless operations for TRI Leadership.
Responsibilities
- Partner with other Executive Assistants to coordinate schedules, staff meetings, and track actionable items, maintaining transparency and consistency.
- Handle incoming correspondence, prioritize requests, and independently follow through on behalf of the VP, Communications.
- Anticipate needs and coordinate resources to proactively support leadership priorities.
- Serve as a trusted gatekeeper, managing calendars across multiple time zones with a strong understanding of organizational priorities.
- Coordinate highly complex domestic and international travel, working closely with the Liaison Office.
- Collaborate with the Communications team to handle press, media, speaking engagements, and event logistics.
- Support the calendaring and workflows of the communication teams' new content studio.
- Assist in developing agendas, preparing presentations, drafting content, and conducting background research.
- Build and maintain positive professional relationships across internal and external stakeholders.
- Prepare and handle expense reports, filing systems, and document retention processes.
- Ensure compliance with organizational policies and decision-making protocols.
- Adapt schedules to accommodate international time zones and non-standard business hours.
- Provide seamless C-Suite office coverage in collaboration with other Executive Assistants.
- Contribute to company-wide special projects as needed.
Qualifications
- Minimum 8+ years of administrative experience, with at least 4+ years supporting C-Level executives (or equivalent).
- Outstanding verbal and written communication skills.
- Excellent judgment and decision-making skills, with the ability to balance strategic perspective and tactical execution.
- Highly detail-oriented and organized, with the ability to manage multiple concurrent assignments under tight deadlines.
- Demonstrated ability to act with integrity, discretion, and professionalism at all times.
- Flexible and adaptable; comfortable with ambiguity and shifting priorities.
- Proficient in MS Office and Google Suite, Asana project management software; able to quickly learn new technologies and platforms.
- Familiarity with video conferencing platforms such as Zoom, Microsoft Teams, and Google Hangouts.
- Team-oriented attitude, able to collaborate effectively with peers while working independently.
Bonus Qualifications
- Bachelor’s degree strongly preferred.
- Previous experience managing executive inboxes is highly preferred.
The pay range for this position at commencement of employment is expected to be between $142,000 and $213,000/year for California-based roles; however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. Note that TRI offers a generous benefits package (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave) and an annual cash bonus structure. Details of participation in these benefit plans will be provided if an employee receives an offer of employment.
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TRI is fueled by a diverse and inclusive community of people with unique backgrounds, education and life experiences. We are dedicated to fostering an innovative and collaborative environment by living the values that are an essential part of our culture. We believe diversity makes us stronger and are proud to provide Equal Employment Opportunity for all, without regard to an applicant’s race, color, creed, gender, gender identity or expression, sexual orientation, national origin, age, physical or mental disability, medical condition, religion, marital status, genetic information, veteran status, or any other status protected under federal, state or local laws.
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