Executive Assistant to VP of Finance

HireArt 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.

Salary : $55 - $63