Executive Assistant, Woven Capital

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.

=========================================================================

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