Executive Assistant

🕒 Yesterday

🇺🇸 United States – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 21%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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VikingCloud

WebsiteLinkedInAll Job Openings

1001 - 5000 employees

🔒 Cybersecurity

📋 Compliance

💳 Fintech

Cybersecurity • Compliance • Fintech

VikingCloud is a leading cybersecurity and compliance company that focuses on predictive-to-prevent solutions. It provides businesses with a comprehensive, integrated platform for managing cybersecurity risks and compliance requirements. VikingCloud offers a wide range of services, including managed security services, threat detection and response, vulnerability scanning, penetration testing, endpoint security, network security, and digital certificates. Additionally, it specializes in PCI compliance and risk management, ensuring that organizations can safeguard sensitive data and maintain business continuity. VikingCloud is trusted by over 4 million businesses across 70 countries, employing advanced technologies and expert insights to stop cyber threats and improve risk mitigation strategies.

📋 Description

• Manage complex, high-volume calendars for multiple executives across US and European time zones • Anticipate and resolve scheduling conflicts • Prepare agendas, gather meeting materials, and confirm logistics • Book and manage domestic and international travel, including flights, hotels, and ground transportation • Build detailed itineraries and adjust plans when travel changes • Liaise with the company's travel management provider and resolve travel issues • Prepare, submit, and track executive expense reports • Reconcile corporate card statements and resolve outstanding items • Work with Finance to resolve payment queries and maintain records for budget tracking and audits • Partner with the CMO's team on executive communication needs • 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 delays or outstanding approvals • 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, as needed • Coordinate facilities and office needs and liaise with office-related vendors and service providers • Help 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 ad hoc projects and initiatives

🎯 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 to work occasional early mornings or evenings to support a global executive team across the US and Europe • Must be based in the United States; Eastern time zone preferred • Must be legally authorized to work in the United States • Bachelor's degree preferred, not required • Previous experience within a private equity-backed organization is an advantage

🏖️ Benefits

• Equal Opportunity Employer • Remote work arrangement for U.S.-based employees • Flexibility to work across US and European time zones