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Executive Assistant
VikingCloud. Manage complex, high-volume calendars for multiple executives across US and European time zones .
About the role
Key responsibilities & impact- Manage complex, high-volume calendars for multiple executives across US 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 plans when travel changes
- Liaise with the company's travel management provider and resolve issues, including after hours when needed
- Prepare, submit, and track executive expense reports
- Reconcile corporate card statements and follow up on 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 and 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 as needed
- Coordinate facilities and office needs and liaise with 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
Requirements
What you’ll need- A 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 for 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