Executive Assistant to VP of Finance

About the role

The Executive Assistant to the VP of Finance at Toyota Research Institute is responsible for providing dedicated executive and office support, balancing administrative responsibilities with day-to-day operations.

Responsibilities

• Oversee day-to-day office operations, including facilities coordination, vendor management, supply inventory, and space planning.
• Serve as the onsite point of contact for visitors, candidates, and new team members, ensuring a welcoming and professional experience.
• Cook up onboarding activities, high-visibility meetings, events, catering, and other onsite logistics.
• Lead office engagement initiatives that promote collaboration, company culture, employee resource groups (ERGs), and team events.
• Manage the VP of Finance's calendar, correspondence, meeting cadence, and travel, ensuring priorities are well coordinated.
• Prepare expense reports, purchase orders, and other financial documentation accurately and on time.
• Handle sensitive information and executive communications with professionalism, confidentiality, and discretion.
• Anticipate executive and team needs, proactively coordinating resources and resolving issues before they become urgent.
• Partner with Executive Assistant and Operations teams to coordinate scheduling, staff meetings, action items, and administrative support across the organization.
• Maintain organized documentation, filing systems, and administrative processes while providing backup support for other Executive Assistants as needed.

Requirements

• 6+ years of executive administrative experience with meaningful exposure to office management, facilities, and vendor oversight; a bachelor's degree is preferred, though candidates with 9-13 years of equivalent experience are encouraged to apply.
• Proven ability to manage multiple competing priorities with sound judgment and a strong sense of urgency.
• Demonstrated experience handling executive communications and confidential information with professionalism and discretion.
• Exceptional written and verbal communication skills with the ability to represent senior leadership effectively.
• Strong organizational, problem-solving, and decision-making skills, with the ability to balance strategic priorities and day-to-day execution.
• Ability to thrive in a fast-paced, evolving environment while managing multiple concurrent workstreams.
• Collaborative, self-motivated, and able to work independently with minimal direction.
• Proficiency with Google Workspace, Microsoft Office, and Asana and the ability to quickly learn new tools.
• Experience supporting multiple executives is a plus.
• Flexibility to coordinate schedules across U.S. and international time zones, including Japan, as business needs require.

Benefits

• PTO and paid holidays!
• Pre-tax commuter benefits
• HireArt Subsidized healthcare benefits
• Flexible Spending Account for healthcare-related costs
• HireArt covers all costs for short- and long-term disability and life insurance
• 401k package

Pay

$55.00 - $63.00 USD Per Hour

Schedule

This is a full-time, ongoing contract position staffed via HireArt. The role is hybrid, requiring onsite work on Tuesdays and Wednesdays, and is available to candidates who are local to the Cambridge, MA area.