Executive Assistant

Job not on LinkedIn

🔥 0 minutes ago

🇺🇸 United States – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 11%

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 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