Remote Executive Assistant to Global Leadership Team

VikingCloud; Lowell (MA); Remote; USD 60,000 - 90,000; Full time

Job summary

VikingCloud is seeking an experienced Executive Assistant to support a globally dispersed leadership team. You will manage calendars, coordinate travel, and process expenses for multiple senior leaders, serving as the primary contact for cross-functional document approvals in Finance, Legal, and HR.

The role requires exceptional organization, discretion, and the ability to work across US and European time zones.

Qualifications

• A minimum of three years' experience in an executive assistant role is essential.
• 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.
• Able to work with speed and accuracy under pressure or tight deadlines.
• High level of discretion handling confidential information.
• Proficiency with Microsoft Office and calendar/scheduling tools.
• Experience with expense management and travel booking platforms (e.g., Concur or Expensify).
• Flexible with working hours to support a global executive team across US and Europe.

Responsibilities

• Manage complex, high-volume calendars for multiple executives across US and Europe time zones.
• Book and manage domestic and international travel; build detailed itineraries.
• Prepare, submit, and track expense reports; reconcile statements and support budget tracking.
• Coordinate and communicate across executives and internal teams; handle confidential information discreetly.
• Route documents for review and signature across Finance, Legal, and HR; track status end-to-end.
• Coordinate logistics for meetings, offsites, and leadership events; take notes and monitor follow-up actions.
• Coordinate facilities and office management with vendors and service providers.
• Provide general administrative support and manage key vendor relationships.

Skills

Calendar management

Travel coordination

Expense management

Communication

Discretion

Microsoft Office

Education

Bachelor's Degree Preferred

Tools

Concur

Expensify

Microsoft Office

Job description

VikingCloud is seeking an experienced Executive Assistant to support a globally dispersed leadership team. You will manage calendars, coordinate travel, and process expenses for multiple senior leaders, serving as the primary contact for cross-functional document approvals in Finance, Legal, and HR.

The role requires exceptional organization, discretion, and the ability to work across US and European time zones.