Executive Assistant to the VP of FinancePatmos

Reports To: Executive Operations Manager

Department: Corporate

Travel: Yes

The Executive Assistant to the VP of Finance provides high-level administrative, organizational, and project support to the VP of Finance. This role serves as a trusted extension of the VP of Finance, helping manage priorities, coordinate across departments, prepare for critical meetings, track commitments, and ensure important initiatives continue moving forward.

Given the breadth of the Finance function at Patmos, this is not a traditional administrative-only Executive Assistant position. The role requires strong business judgment, discretion, organization, and the ability to work effectively with executives, department leaders, Board members, lenders, professional advisors, and other external parties.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential responsibilities.

Executive Support and Prioritization

• Manage the VP of Finance's calendar, meetings, scheduling priorities, and competing demands.

• Coordinate internal and external meetings involving executives, department leaders, Board members, lenders, auditors, attorneys, consultants, and other business partners.

• Prepare agendas, meeting materials, background information, and other materials needed for meetings.

• Anticipate information and materials the VP of Finance will need before important meetings or decisions.

• Coordinate travel and related logistics when required.

Meeting and Action Item Management

• Attend selected meetings with the VP of Finance and document key decisions, commitments, and action items.

• Maintain a centralized list of outstanding priorities and follow-up items.

• Follow up with responsible individuals to ensure deadlines and deliverables are met.

Cross-Functional Coordination

• Serve as a liaison between the VP of Finance and leaders across the company.

• Coordinate information requests between Finance and other departments.

• Facilitate cross-functional initiatives sponsored or led by the VP of Finance.

• Help resolve administrative or coordination issues that could delay Finance initiatives.

Lender and Financing Coordination

• Serve as the primary administrative and coordination point for lenders, financing sources, investment banks, brokers, and other capital providers working with the VP of Finance.

• Maintain a centralized tracker of active financing processes, lender requests, outstanding diligence items, responsible internal owners, and deadlines.

• Coordinate collection of financial, operational, project, customer, and other information requested by lenders.

• Maintain organized lender data rooms and financing documentation.

• Track term sheets, proposals, financing alternatives, key milestones, and outstanding decisions for the VP of Finance.

• Coordinate execution and delivery of NDAs, diligence materials, lender forms, and other financing-related documentation with the appropriate internal owners.

• Coordinate with legal counsel and other advisors on financing-related documentation and closing requirements.

• Support financing closings by coordinating documentation, signatures, diligence requirements, and closing checklists.

• Provide the VP of Finance with clear visibility into the status of each financing process and promptly escalate delays, missing information, or other issues.

Board Support

• Assist the VP of Finance with preparation and coordination of financial and other materials for Board meetings.

• Maintain calendars and deadlines for recurring Board reporting and meetings.

• Coordinate collection of information and materials needed for Board presentations.

• Help ensure Board materials are complete, organized, and delivered on schedule.

• Coordinate Board-related meetings and follow-up items involving the VP of Finance.

Special Projects

• Support special projects assigned by the VP of Finance that require organization, research, information gathering, or cross-functional coordination.

• Take ownership of administrative and coordination-heavy projects that would otherwise consume executive time.

• Identify opportunities to improve processes, communication, and organization within the Finance function.

Confidentiality and Information Management

• Handle highly confidential financial, personnel, legal, financing, compensation, Board, and corporate information with discretion.

• Maintain organized electronic records for important Finance and executive matters.

• Exercise sound judgment regarding matters requiring immediate escalation to the VP of Finance.

Other Duties Assigned

Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Success in the Role

Success means the VP of Finance spends less time coordinating, chasing information, organizing meetings, managing lender diligence, and tracking follow-ups and more time focused on financial leadership, strategic decision-making, capital planning, and company priorities.

The Executive Assistant should become the person who knows what the VP of Finance is working on, what is due next, what each lender is waiting for, who owes what, and where something is at risk of falling behind.

• 3+ years of experience supporting executives, senior leaders, or complex business operations.

• Strong organizational and project coordination skills.

• Exceptional attention to detail and follow-through.

• Ability to manage multiple priorities in a fast-moving environment.

• Strong written and verbal communication skills.

• High degree of discretion and professionalism.

• Ability to interact confidently with executives, Board members, lenders, and external business partners.

• Strong proficiency with Microsoft Office or Google Workspace.

• Experience in finance, technology, infrastructure, real estate development, data centers, or another capital-intensive business is preferred.

• Experience supporting a CFO, VP of Finance, or other senior financial executive is preferred.

Patmos Hosting, Inc. delivers Freedom as a ServiceTM, providing organizations with an independent alternative to Big Tech's commercial constraints, censorship, cancellation and deplatforming. Patmos owns and operates datacenter infrastructure with decentralized connectivity, open peering, and free Internet Exchange hosting, ensuring resilience and true independence. Its services span multi-megawatt colocation for AI and hyperscale workloads, GPU/high-performance compute, custom data centers, domains, web and cloud hosting, colocation and tailored website and application development.

Founded in 2022, Patmos is headquartered in Kansas City, MO, with teams and datacenters/locations in Kansas City, Dallas, Phoenix, Denver.

Why Join Us

Be part of a mission-driven company defending free speech and internet freedom.

At Patmos, you'll help protect online expression while ensuring legal compliance. Our team is shaping the future of digital freedom by building secure, high-performance internet infrastructure. We value privacy, innovation, and individual liberty—creating a purpose-driven, collaborative environment where your work matters.

Benefits include:

●      Unlimited PTO

●      401(k) match (4%)

●      Health, dental, & vision insurance

●      Short and long term disability

●      Life insurance (company paid and supplemental available)

●      Generous parental leave, baby bonuses, marital bonuses, and other family-friendly perks

●      14 observed paid holidays that include solemnities

Patmos is an equal opportunity employer and proud member of the Catholic Benefits Association offering employee benefits that promote the dignity of the human person, the dignity of work, and the common good.