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About the Role

Vantage is seeking a detail-oriented, initiative-driven, and quick-learning Office Manager and Executive Assistant to oversee the daily operations of the Executive Administration team. This role enhances the efficiency and effectiveness of the executive team by reviewing, prioritizing, and delegating a wide variety of sophisticated and confidential requests. The ideal candidate will be an efficient, upbeat, and diligent problem solver comfortable working with a wide range of collaborators, including the Board of Directors.

Responsibilities

Supervise the Executive Administration team, providing guidance, support, and performance feedback.
Foster a collaborative and positive work environment, encouraging professional growth and development within the team.
Ensure the team adheres to company policies and procedures, maintaining high standards of service and confidentiality.
Provide daily management and administrative support for the Executive Team.
Use discretion, judgment, and organizational knowledge to facilitate the executive's activities and manage confidential information.
Coordinate and manage executive travel arrangements, including booking flights, hotels, and ground transportation.
Manage executive schedules and calendars, ensuring efficient time management and prioritization of tasks.
Manage conference room bookings, including meal ordering when appropriate.
Organize and support logistics for meetings, including scheduling, preparing agendas, and coordinating conference rooms.
Plan and coordinate virtual and in-person events such as offsite meetings, customer meetings, board meetings, employee holiday events, customer appreciation events, and industry events.
Prepare and process expense reports for the executive team.
Manage projects independently, requiring discretion and decision-making without close supervision.
Build and coordinate reports, charts, budgets, and other presentation materials for the executive team.
Summarize, prioritize, and research information in a concise and usable format for executive review.
Project a positive, confident attitude with strong customer service skills.
Collaborate with a wide range of internal and external stakeholders, from the Board of Directors to various department teams.
Handle additional duties as assigned by Management.
Provide access and support for visitors and customers, ensuring a positive experience.

Requirements

5+ years of experience in an administrative, organizational, or other meticulous function, including experience as an Office Manager or Executive Assistant.
Previous experience in a supervisory role is preferred.
Strong organizational and project management skills.
Highly organized, energetic, and a fast learner.
Experience maintaining confidential information.
Excellent communication skills: written/grammar/spelling, verbal (formal and informal), listening, and talking.
Experience with Microsoft tools, including the ability to schedule, track, report, and follow-up using these tools.
Experience with Outlook calendaring is required.
Excellent communication and interpersonal abilities.
Travel required is expected to be up to 10% but may increase over time as the business evolves.

Skills

Microsoft tools
Outlook calendaring
SharePoint
Global Travel Platform

Location

North America
EMEA
Asia Pacific

Work Type

Full-time

Experience Level

5+ years

Education Level

Bachelor’s Degree in Office Administration, similar field, or equivalent experience is preferred.
Notary Public preferred, not required.

Benefits

Comprehensive suite of health and welfare, retirement, and paid leave benefits exceeding local expectations.
Array of benefits, recognition, training and development.

About the Company

Vantage Data Centers powers, cools, protects and connects the technology of the world’s well-known hyperscalers, cloud providers and large enterprises.
Developing and operating across North America, EMEA and Asia Pacific, Vantage has evolved data center design in innovative ways to deliver dramatic gains in reliability, efficiency and sustainability in flexible environments that can scale as quickly as the market demands.
We operate with No Ego and No Arrogance.
We work to build each other up and support one another, appreciating each other’s strengths and respecting each other’s weaknesses.
We find joy in our work and each other, actively seeking opportunities to inject fun into what we do.
Our hard and efficient work is rewarded with an above market total compensation package.

Equal Opportunity

Vantage Data Centers is an Equal Opportunity Employer