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 work together to help our customers see the world differently, and in doing so, be seen differently.

To be eligible for this position, you must be a U.S. Person, defined as a U.S. citizen, permanent resident, Asylee, or Refugee. 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).

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.

• 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.

• 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,…