Sr. Executive Assistant

Vantor is forging the new frontier of spatial intelligence, helping decision makers and operators navigate what's happening now and shape what's coming next. Vantor is a place for problem solvers, changemakers, and go-getters-where people are working together to help our customers see the world differently, and in doing so, be seen differently. Come be part of a mission, not just a job, where you can:
Shape your own future, build the next big thing, and change the world.

Export Control/ITAR: Certain roles may be subject to U.S. export control laws, requiring U.S. person status as defined by 8 U.S.C. 1324b(a)(3).

Please review the job details below.

We are seeking a highly experienced, proactive, and resourceful Senior Executive Assistant to provide strategic and operational support to the Chief Legal Officer and Chief Transformation Officer. This role requires exceptional organizational skills, executive presence, sound judgment, and the ability to manage multiple high-priority initiatives in a fast-paced, dynamic environment.

The ideal candidate thrives under pressure, anticipates needs before they arise, and serves as a trusted partner to senior leadership while handling highly confidential information with discretion and professionalism.

Key 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
• Support executives in managing shifting priorities, urgent matters, and tight deadlines with agility and professionalism
• 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
• 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
• Assist with 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

Minimum Qualifications

• 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
• Demonstrated excellence in written and verbal communication skills
• 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
• Experience with invoice management, expense reconciliation, payment processing, and vendor coordination
• 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

Preferred…