Virtual EA

VikingCloud; Antioch (CA); A distancia; USD 85.000 - 120.000; Jornada completa

Descripción de la vacante

VikingCloud is seeking an experienced Executive Assistant to support a team of executives based across the US and Europe. This role manages calendars, coordinates travel, and handles expenses to keep executives’ day-to-day operations running smoothly.

You will coordinate with Finance, Legal, and HR on key documents, manage facilities and office needs, vendor relations, and provide ad hoc project support. Flexible hours across US/EU time zones required.

Formación

• Minimum of three years' experience in an executive assistant role supporting one or more senior leaders.
• Strong calendar, travel, and expense management abilities.
• Experience coordinating cross-functionally with Finance, Legal, and HR.
• High discretion with confidential information.
• Proficiency with Microsoft Office and scheduling tools.

Responsabilidades

• Coordinate domestic and international travel and build detailed itineraries.
• Prepare and track expense reports in line with policy.
• Coordinate and execute key documents and routing approvals across Finance, Legal, and HR.
• Manage facilities and office needs; interact with vendors and service providers.
• Provide general administrative support and manage key vendor relationships.
• Support ad hoc projects and initiatives as required.
• Prepare meeting agendas and confirm logistics.
• Handle confidential information with discretion.
• Support executives across US and Europe with flexible hours.

Conocimientos

Calendar management

Travel coordination

Expense management

Confidentiality

Document routing & approvals

Facilities management

Vendor management

Cross-functional coordination

Microsoft Office

Ad hoc project support

Educación

Bachelor's degree preferred

Herramientas

Concur

Expensify

Microsoft Office

Descripción del empleo

Executive Assistant

VikingCloud

Remote, U.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 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. 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.

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

• Handle confidential information with sound judgment and discretion.

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.
• 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.
• 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.

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.
• 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.
• Previous experience working within a private equity-backed organization is an advantage.
• Bachelor's degree preferred, not required.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, political affiliation or opinion, medical condition, status as a veteran, and/or any other federal, state, or local protected class.