{"id":2873150,"url":"https://alion.io/job/vikingcloud-executive-assistant","title":"Executive Assistant","company":{"id":56786,"name":"VikingCloud","domain":"vikingcloud.com","url":"https://alion.io/company/vikingcloud","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":null,"truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"posting_text","remote_working_hours":{"label":"UTC-5 – UTC+2","utc_offset_min":-5,"utc_offset_max":2},"hiring_geo_confidence":"explicit","locations":[],"countries":[],"hiring_countries":["US"],"hiring_countries_total":1,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-19T19:27:33Z","employer_posted_date":null,"last_verified_at":"2026-10-19T19:27:33Z","board_verified":false,"closed_at":null,"days_open":6,"trust":{"level":"not_scored","repost_count":null,"flags":[],"days_open":6},"description":"Executive Assistant\nLocation:US, Central or Eastern Time Zone Preferred\n\nVikingCloud|Remote, U.S.-based (Eastern time zonepreferred)|Reports to: CEO or their nominee\n\nAbout VikingCloud\n\nVikingCloud 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.\n\nVikingCloud is trusted by over 4 million business locations in 70+ countries to stop threats before they stop business, so they can work on what matters most. For more information, visitand follow us at\n\nThis Position\nVikingCloud 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. The ideal candidate is highly organized, discreet, and adept at managing competing priorities in a fast-moving, global environment, with the flexibility to work across US and European time zones.\n\nResponsibilities\nCalendar management\n•Manage complex, high-volume calendars for multiple executives, scheduling and prioritizing meetings across US and European time zones.\n\n•Anticipate scheduling conflicts and resolve them before they become a problem.\n\n•Prepare agendas, gather materials, and confirm logistics ahead of meetings.\n\nTravel coordination\n•Book and manage domestic and international travel, including flights, hotels, and ground transportation.\n\n•Build detailed itineraries and adjust plans quickly when travel changes.\n\n•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.\n\nExpense management\n•Prepare, submit, and track expense reports for each executive, in line with company policy.\n\n•Reconcile corporate card statements and follow up on outstanding items.\n\n•Work closely with the finance team to resolve payment queries.\n\n•Maintain accurate records to support budget tracking and audits.\n\nCommunication and coordination\n•Partner with the CMO's team on all executive communication needs.\n\n•Act as a liaison between executives and internal teams, clients, and external partners.\n\n•Handle confidential information with sound judgment and discretion.\n\nCross-functional coordination\n•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.\n\n•Track document status end to end, ensuring approvals are obtained accurately and on time.\n\n•Escalate delays or outstanding approvals to the relevant stakeholders to keep critical processes on track.\n\nMeeting and event support\n•Coordinate logistics for team meetings, offsites, and leadership events.\n\n•Take and distribute meeting notes and track follow-up actions to completion.\n\n•May be required to assist with broader event management, such as company conferences or client events, as needed.\n\nFacilities and office management\n•Work with stakeholders across the business to coordinate and manage facilities and office needs.\n\n•Act as a point of contact for office-related vendors, suppliers, and service providers.\n\n•Help resolve day-to-day office and facilities issues, escalating as appropriate.\n\nGeneral administrative support\n•Process invoices and other administrative documentation.\n\n•Maintain filing systems and documentation for the executive team.\n\n•Managea number ofkey vendor relationships across the support, office, and administration functions.\n\n•Provide ad hoc administrative support to functions across the organization, as required.\n\n•Supportadhoc projects and initiatives as required.\n\nQualifications\nA minimum of three years' experience in an executive assistant role, supporting one or more senior leaders, is essential.\n\nProven ability to manage multiple calendars, competing priorities, and shifting deadlines.\n\nExperience coordinating cross-functionally with departments such as Finance, Legal, and HR, including routing documents for review and signature.\n\nExcellent written and verbal communication skills.\n\nAble to work with speed and accuracy, even under pressure or tight deadlines.\n\nHigh level of discretion when handling confidential and sensitive information.\n\nProficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar and scheduling tools.\n\nExperience with expense management and travel booking platforms (for example, Concur or Expensify).\n\nFlexible withworking hours, includingoccasionalearly mornings or evenings, to support a global executive team across the US and Europe.\n\nMust be based in the United States; Eastern time zone preferred.\n\nMust be legally authorized to work in the United States.\n\nPrevious experience working within a private equity-backed organization is an advantage.\n\nBachelor's degree preferred, not required.\n\nWe 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.\n\nInformation that VikingCloud maintains on its candidates is captured in theCandidate Privacy Notice.\n\nOriginally posted on Himalayas","description_format":"text","description_chars":5751,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Equity"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Artificial Intelligence","Cybersecurity","Information Security","Managed Security"],"lifecycle":[{"event":"open","at":"2026-10-19T20:28:30Z"}],"visa":[],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":6,"expected_fill_days":27,"reasons":["seen:6","win:early"],"computed_at":"2026-10-26T05:57:25Z"},"pay":null,"html_url":"https://alion.io/job/vikingcloud-executive-assistant","json_url":"https://alion.io/job/vikingcloud-executive-assistant.json","meta":{"generated_at":"2026-10-26T13:30:24Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":18782,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-27T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":56786},"rest":"https://alion.io/mcp/rest/get_company?id=56786"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fvikingcloud-executive-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fvikingcloud-executive-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fvikingcloud-executive-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/vikingcloud-executive-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fvikingcloud-executive-assistant"}]}