Executive Assistant (Remote)

About the role

VikingCloud, a cybersecurity and compliance solutions company, is looking for an experienced Executive Assistant to provide high-level administrative and operational support to senior executives across the United States and Europe. The position is remote, based in the United States (Eastern or Central time zone preferred), full-time, and pays an estimated $70,000-$90,000 per year. It calls for strong organization, discretion and the ability to manage competing priorities.

Key responsibilities

• Manage complex calendars for multiple executives and schedule meetings across US and European time zones
• Prepare meeting agendas, organize supporting materials and coordinate meeting logistics
• Arrange domestic and international travel, including flights, accommodation, transport and itineraries
• Prepare expense reports, reconcile corporate card transactions and liaise with finance teams on expenses
• Maintain budget records, audit documentation and administrative files
• Act as a communication link between executives, internal departments, clients and external partners
• Coordinate documents, approvals and signatures across Finance, Legal, HR and other departments, and track pending approvals
• Support leadership meetings, corporate events, offsites and conferences
• Coordinate office and facilities needs and maintain vendor relationships
• Process invoices and keep filing systems organized

Required profile

• Bachelor's degree preferred but not required
• At least three years of experience supporting senior executives as an Executive Assistant
• Experience coordinating deadlines and adapting to changing priorities
• Experience working with Finance, Legal, HR and other departments
• Excellent written and verbal communication skills
• Strong organization, attention to detail, discretion and professionalism
• Flexibility to support executives across time zones, including occasional early mornings or evenings
• Must be based in the United States and legally authorized to work there
• Previous experience in a private equity-backed organization is an advantage

Required skills

• Microsoft Outlook, Word, Excel and PowerPoint
• Familiarity with expense management and travel booking platforms such as Concur or Expensify