Executive Assistant to VP of Finance

Hybrid (onsite Tuesdays and Wednesdays), 40 hours per week

Contract

Hire Art is helping Toyota Research Institute find a highly organized and resourceful Executive Assistant to VP of Finance to provide dedicated executive and office support.

In this role, you’ll balance executive-level administrative responsibilities with day‑to‑day office operations, requiring the ability to shift seamlessly between strategic coordination and hands‑on execution.

The ideal candidate exercises sound judgment, maintains a high level of discretion, and takes a proactive approach to supporting executive priorities while fostering a well‑run, collaborative office environment.

As an Executive Assistant to VP of Finance, you will:

• 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.
• Coordinate 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.

• 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 work streams
• 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
• Must be able to lift items weighing up to 35 pounds
• PTO and paid holidays!
• Flexible Spending Account for healthcare‑related costs
• Hire Art covers all costs for short‑ and long‑term disability and life insurance
• 401k package

This is a full‑time, ongoing contract position staffed via Hire Art. The role is hybrid, requiring onsite work on Tuesdays and Wednesdays, and is available to candidates who are local to the Cambridge, MA area. Hire Art values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States.

Unfortunately, we are not able to sponsor visas or employ corp‑to‑corp.