Executive Assistant

VikingCloud delivers cybersecurity and compliance solutions, combining proven technology and AI-driven insights with dedicated support to help businesses stay secure, audit-ready, and uninterrupted. The company is trusted by over 4 million business locations in more than 70 countries.

VikingCloud is seeking an experienced Executive Assistant to support executives based across the United States and Europe. The role manages calendars, travel, and expenses for multiple senior leaders; coordinates documents and approvals across functions; and supports facilities, office management, and other administrative needs. The ideal candidate is highly organized, discreet, and adept at managing competing priorities in a fast-moving global environment.

The position is remote and U.S.-based, with the Central or Eastern time zone preferred. The role reports to the CEO or their nominee and requires flexibility to work across U.S. and European time zones.

• At least three years of experience as an executive assistant supporting one or more senior leaders.
• Proven ability to manage multiple calendars, competing priorities, and shifting deadlines.
• Experience coordinating across departments such as Finance, Legal, and HR, including routing documents for review and signature.
• Excellent written and verbal communication skills.
• Ability to work quickly and accurately under pressure or tight deadlines.
• High level of discretion when handling confidential and sensitive information.
• Proficiency with Microsoft Office (Outlook, Word, Excel, and 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 United States and Europe.
• Must be based in the United States and legally authorized to work in the United States; Eastern time zone preferred.
• Previous experience in a private equity-backed organization is an advantage.
• Bachelor's degree preferred, but not required.

• Manage complex, high-volume calendars for multiple executives, scheduling and prioritizing meetings across U.S. and European time zones.
• Anticipate scheduling conflicts and resolve them; prepare agendas, gather materials, and confirm meeting logistics.
• Book and manage domestic and international travel, including flights, hotels, and ground transportation; build detailed itineraries and adjust plans as needed.
• Serve as the primary point of contact for the travel management provider and resolve travel issues, including after hours when needed.
• Prepare, submit, and track executive expense reports in accordance with company policy.
• Reconcile corporate card statements, follow up on outstanding items, and work with Finance to resolve payment queries.
• Maintain accurate expense records to support budget tracking and audits.
• Partner with the CMO's team on executive communications and liaise between executives, internal teams, clients, and external partners.
• Handle confidential information with sound judgment and discretion.
• Coordinate key documents and route approvals and signatures across functions such as Finance, Legal, and HR.
• Track documents and approvals end to end, ensuring they are completed accurately and on time; escalate delays to relevant stakeholders.
• 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 with stakeholders and serve as a point of contact for office vendors, suppliers, and service providers.
• Help resolve day-to-day office and facilities issues, escalating as appropriate.
• Process invoices and other administrative documentation, and maintain executive team filing systems and records.
• Manage key vendor relationships across support, office, and administration functions.
• Provide ad hoc administrative support to functions across the organization and support projects and initiatives as required.