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Executive Assistant, Woven Capital

Woven by ToyotaVirtual Assistant
Hiring from
Japan
Work type
Hybrid
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Woven Capital is a $1.6 billion growth fund that exists to create a global portfolio of partners and technologies that advance the vision and mission of Toyota. We do this by investing in growth-stage companies that have the potential to partner with us—across areas as diverse as the future of mobility, connected cities, next-generation vehicles, automation, hydrogen, batteries, and electrification. We're committed to finding the latest, thoughtful businesses and helping them bring their innovations to a global market. As investors, we focus on creating long-term value for our customers, partners, and society-at-large. And we do that by aligning our portfolio with the Toyota group of companies.
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WHO ARE WE LOOKING FOR?

Woven Capital is seeking an Executive Assistant to support our senior leadership, including the Chief Investment Officer (CIO). In this role, you will manage complex, global scheduling, travel arrangements, and day-to-day administration, while supporting smooth collaboration and operations across the broader team.

We are looking for someone who thrives in a fast-paced, global environment, can flexibly prioritize and manage multiple tasks efficiently, and takes a proactive approach in anticipating needs.

RESPONSIBILITIES

  • Calendar & Meeting Coordination: Manage complex, global calendars for senior leadership across time zones, coordinating meetings with internal and external executives and their assistants. Support Partners with complex or large-group scheduling as needed.
  • Travel Management: Arrange business travel for senior leadership, including flights, ground transportation, and visas
  • Information Flow: Manage information flow in a timely and accurate manner
  • Document Management: Maintain organized documents and track items pending leadership review or signature
  • Expense & Invoice Management: Process and settle expenses and invoices for senior leadership
  • Team Coordination: Support coordination for the Investment and Portfolio Success teams, including large-group scheduling and ad hoc team travel, based on needs and capacity
  • Event Support: Assist with planning and coordinating events
  • Collaboration & Backup Coverage: Partner closely with the US-based Executive Assistant to ensure seamless global coverage across time zones, and provide backup support during absences
  • Ad-hoc Tasks: Support new joiner onboarding and collaborate with assistants across teams as needed

    • MINIMUM QUALIFICATIONS

  • Bachelor’s Degree required
  • Minimum 3-5 years of experience as an Executive Assistant or similar high-level coordination role
  • Native-level Japanese and business-level English
  • Excellent interpersonal and communication skills
  • Strong confidentiality, discretion, and emotional intelligence
  • High/detailed attention to stakeholders (both internal and external to the company)
  • Proficiency in Google Workspace and Microsoft Office, with the ability to build simple trackers and tools independently

    • NICE TO HAVES

  • Proactive self-starter with a strong service mindset, able to anticipate needs and take initiative independently
  • Resilient and composed under pressure, with the ability to navigate challenging situations and maintain a solution-oriented mindset
  • Highly organized, detail-oriented, and able to manage multiple competing priorities effectively
  • Ability to proactively adjust priorities and approaches as circumstances change, and propose and implement alternative solutions
  • Eagerness to learn and grow with the team, and openness to feedback
  • Experience supporting multiple executives simultaneously
  • Team player with clear communication and strong interpersonal skills
  • Experience in a VC, financial services, or global company environment is a plus
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    Important Points
    ・All interviews will be arranged via Google Meet, unless otherwise stated.
    ・The same job descriptions are available in both English and Japanese; therefore, we kindly ask that you apply to only one version.
    ・We kindly request that you submit your resume in English, if possible. However, Japanese resumes are also acceptable. Please note that, depending on the English proficiency requirements of the role, we may request an English version of your resume later in the process.
    WHAT WE OFFER
    ・Competitive Salary - Based on experience
    ・Work Hours - Flexible working time
    ・Paid Holiday - 20 days per year (prorated)
    ・Sick Leave - 6 days per year (prorated)
    ・Holiday - Sat & Sun, Japanese National Holidays, and other days defined by our company
    ・Japanese Social Insurance - Health Insurance, Pension, Workers’ Comp, and Unemployment Insurance, Long-term care insurance
    ・Housing Allowance
    ・Retirement Benefits
    ・Rental Cars Support
    ・In-house Training Program (software study/language study)
    Our Commitment
    ・We are an equal opportunity employer and value diversity.
    ・Any information we receive from you will be used only in the hiring and onboarding process. Please see our privacy notice for more details.

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