Sr. Executive Assistant

About the role

Vantor is seeking a Senior Executive Assistant to provide strategic and operational support to the Chief Legal Officer and Chief Transformation Officer. The role requires exceptional organizational skills, executive presence, sound judgment, and the ability to manage multiple high-priority initiatives in a fast-paced, dynamic environment.

Responsibilities

• Manage complex and ever-changing executive calendars, ensuring alignment of priorities, meetings, and strategic initiatives
• Coordinate extensive domestic and international travel arrangements, including itineraries, visas, accommodations, transportation, and expense reporting
• Draft, edit, and prepare correspondence, presentations, reports, agendas, meeting materials, and executive communications
• Manage high-volume email communications and confidential correspondence with discretion and accuracy
• Serve as a gatekeeper and liaison between executives and internal/external stakeholders, ensuring seamless communication and follow-through
• Interface professionally with board members, investors, legal counsel, government representatives, and high-profile partners
• Carefully coordinate executive meetings, leadership offsites, and cross-functional initiatives, including logistics, agendas, and action tracking
• Handle sensitive and confidential information with exceptional judgment, integrity, and discretion
• Anticipate executive needs by proactively identifying issues, prioritizing tasks, solving problems, and driving operational efficiency
• Support C-level initiatives with a collaborative, adaptable, and solutions-oriented mindset
• Maintain a calm, professional demeanor while navigating competing priorities and high-pressure situations
• Aid in special projects, strategic initiatives, and operational activities as assigned
• Manage invoice reconciliation, vendor coordination, and payment processing to ensure timely approvals and accurate financial tracking
• Partner with Finance and Accounts Payable teams to monitor budgets, reconcile expenses, track outstanding invoices, and resolve billing discrepancies
• Prepare and manage expense reports, purchase requests, and procurement-related documentation in compliance with company policies
• Utilize technology, automation, and AI-enabled tools to optimize executive workflows and administrative processes
• Support both in-person collaboration and digital coordination across global teams and time zones

Requirements

• 7–10+ years of experience supporting C-suite or senior executives in a fast-paced corporate environment
• Proven expertise in managing complex global travel arrangements and executive scheduling
• Strong experience in organizational management, project coordination, and executive operations
• Exceptional time management skills with the ability to prioritize effectively and anticipate executive needs proactively
• Experience coordinating cross-functional initiatives, leadership activities, and special projects
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word) and/or Google Workspace
• Comfortable using collaboration and business tools such as Teams, Zoom, Workday, Concur, and related platforms
• Ability to quickly learn and adopt new technologies, systems, automation tools, and AI-enabled productivity solutions
• Professional presence with polished interpersonal skills and the ability to build strong relationships across all organizational levels
• Ability to maintain strict confidentiality and exercise sound judgment in handling sensitive matters
• Able to work onsite 3–5 days per week, depending on executive and business needs
• Team-oriented, adaptable, and highly collaborative in both in-person and remote environments

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent professional experience)
• Prior experience supporting executives within legal, aerospace, technology, financial, or other fast-paced corporate environments
• Familiarity with board operations, executive governance processes, and investor-facing communications
• Strong analytical and problem-solving capabilities with close attention to detail

Skills

• Exceptional organizational skills
• Executive presence
• Sound judgment
• Ability to manage multiple high-priority initiatives
• Agility and professionalism in handling urgent matters and tight deadlines
• Proactive identification of issues and problem-solving
• Collaborative and adaptable mindset
• Ability to handle sensitive and confidential information with discretion and professionalism
• Ability to anticipate executive needs and drive operational efficiency
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word) and/or Google Workspace
• Comfortable using collaboration and business tools such as Teams, Zoom, Workday, Concur, and related platforms
• Ability to quickly learn and adopt new technologies, systems, automation tools, and AI-enabled productivity solutions

Benefits

Vantor offers a competitive total rewards package that goes beyond the standard, including a robust 401(k) with company match, mental health resources, and unique perks like student loan repayment assistance, adoption reimbursement, and pet insurance to support all aspects of your life. You can find more information on our benefits at: https://www.Vantor.com/careers