Executive Assistant
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Job Description
Executive Assistant supporting VikingCloud’s cybersecurity and compliance executives with calendars, travel, expenses, and approvals. Coordinating global meetings, vendors, facilities, and administrative operations across U.S. and European teams.
Responsibilities:
- Manage complex, high-volume calendars for multiple executives across U.S. and European time zones
- Anticipate and resolve scheduling conflicts
- Prepare meeting agendas, gather materials, and confirm logistics
- Book and manage domestic and international travel, including flights, hotels, and ground transportation
- Build itineraries and adjust travel plans as needed
- Coordinate with the company's travel management provider and resolve travel issues
- Prepare, submit, and track executive expense reports
- Reconcile corporate card statements and resolve payment queries with Finance
- Maintain records for budget tracking and audits
- Partner with the CMO's team on executive communications
- Liaise between executives, internal teams, clients, and external partners
- Handle confidential information with discretion
- Coordinate key documents, approvals, and signatures across Finance, Legal, and HR
- Track document status and escalate approval delays
- Coordinate logistics for team meetings, offsites, and leadership events
- Take and distribute meeting notes and track follow-up actions
- Assist with broader event management, including company conferences or client events
- Coordinate facilities and office needs
- Liaise with office-related vendors, suppliers, and service providers
- Resolve day-to-day office and facilities issues
- Process invoices and administrative documentation
- Maintain executive-team filing systems and documentation
- Manage vendor relationships across support, office, and administration functions
- Provide ad hoc administrative support and support projects across the organization
Requirements:
- Minimum of three years' experience in an executive assistant role supporting one or more senior leaders
- Proven ability to manage multiple calendars, competing priorities, and shifting deadlines
- Experience coordinating cross-functionally with Finance, Legal, and HR, including routing documents for review and signature
- Excellent written and verbal communication skills
- Ability to work with speed and accuracy under pressure or tight deadlines
- High level of discretion when handling confidential and sensitive information
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar and scheduling tools
- Experience with expense management and travel booking platforms, such as Concur or Expensify
- Flexibility with working hours, including occasional early mornings or evenings
- Must be based in the United States; Eastern time zone preferred
- Must be legally authorized to work in the United States
- Previous experience working within a private equity-backed organization is an advantage
- Bachelor's degree preferred, not required
Benefits:
- Equal Opportunity Employer
- Remote work arrangement for U.S.-based employees
- Flexibility to work across U.S. and European time zones
- Occasional early morning or evening work to support the global executive team
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