Executive Assistant

Executive Assistant

Location: United States; Central or Eastern Time Zone preferred

VikingCloud  |  Remote, U.S.-based (Eastern time zone preferred)  |  Reports to: CEO or their nominee 

About VikingCloud

VikingCloud delivers cybersecurity and compliance solutions that simply work. Our expert-led approach combines proven technology and AI-driven insights with dedicated support—keeping businesses secure, audit-ready, and uninterrupted.

VikingCloud is trusted by over 4 million business locations in 70+ countries to stop threats before they stop business, so they can work on what matters most.  

This Position

VikingCloud is looking for an experienced Executive Assistant to support a team of executives based across the US and Europe. This role manages calendars, coordinates travel, and processes expenses for multiple senior leaders, while keeping their day-to-day running smoothly.

The role also acts as the executive team's primary point of contact for coordinating key documents and approvals across functions such as Finance, Legal, and HR, and works with stakeholders across the business on facilities and office management and other ad hoc support.

The ideal candidate is highly organized, discreet, and adept at managing competing priorities in a fast-moving, global environment, with the flexibility to work across US and European time zones. 

Responsibilities

Calendar management 

•      Manage complex, high-volume calendars for multiple executives, scheduling and prioritizing meetings across US and European time zones. 

•      Anticipate scheduling conflicts and resolve them before they become a problem. 

•      Prepare agendas, gather materials, and confirm logistics ahead of meetings. 

Travel coordination 

•      Book and manage domestic and international travel, including flights, hotels, and ground transportation. 

•      Build detailed itineraries and adjust plans quickly when travel changes. 

•      Act as the primary point of contact with the company's travel management provider, ensuring issues are resolved as quickly as possible, including after hours when needed. 

Expense management 

•      Prepare, submit, and track expense reports for each executive, in line with company policy. 

•      Reconcile corporate card statements and follow up on outstanding items. 

•      Work closely with the finance team to resolve payment queries. 

•      Maintain accurate records to support budget tracking and audits. 

Communication and coordination 

•      Partner with the CMO's team on all executive communication needs. 

•      Act as a liaison between executives and internal teams, clients, and external partners. 

•      Handle confidential information with sound judgment and discretion. 

Cross-functional coordination 

•      Act as the executive team's primary point of contact for coordinating and executing key documents, routing approvals and signatures across functions such as Finance, Legal, and HR. 

•      Track document status end to end, ensuring approvals are obtained accurately and on time. 

•      Escalate delays or outstanding approvals to the relevant stakeholders to keep critical processes on track. 

Meeting and event support 

•      Coordinate logistics for team meetings, offsites, and leadership events. 

•      Take and distribute meeting notes and track follow-up actions to completion. 

•      May be required to assist with broader event management, such as company conferences or client events, as needed. 

Facilities and office management 

•      Work with stakeholders across the business to coordinate and manage facilities and office needs. 

•      Act as a point of contact for office-related vendors, suppliers, and service providers. 

•      Help resolve day-to-day office and facilities issues, escalating as appropriate. 

General administrative support 

•      Process invoices and other administrative documentation. 

•      Maintain filing systems and documentation for the executive team. 

•      Manage a number of key vendor relationships across the support, office, and administration functions. 

•      Provide ad hoc administrative support to functions across the organization, as required. 

•      Support ad hoc projects and initiatives as required. 

Qualifications

• A minimum of three years' experience in an executive assistant role, supporting one or more senior leaders, is essential. 

• Proven ability to manage multiple calendars, competing priorities, and shifting deadlines. 

• Experience coordinating cross-functionally with departments such as Finance, Legal, and HR, including routing documents for review and signature. 

• Excellent written and verbal communication skills. 

• Able to work with speed and accuracy, even 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 (for example, Concur or Expensify). 

• Flexible with working hours, including 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. 

• Previous experience working within a private equity-backed organization is an advantage. 

• Bachelor's degree preferred, not required.