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About the Role

Vantage Elevation is seeking a highly skilled and talented Executive Administrative Assistant to provide administrative support to several members of the executive leadership team. This role involves calendar management, meeting and events coordination, travel arrangements, and presentation creation.

Responsibilities

Manage complex calendars for the VP and other members of the VLT, including scheduling and coordinating meetings, conference calls, appointments, and business commitments.
Proactively manage scheduling priorities, identify conflicts, and make appropriate adjustments to support executive and business priorities.
Coordinate domestic and international travel arrangements, including transportation, accommodations, itineraries, and related logistics.
Prepare and reconcile travel and expense (T&E) reports in the company expense management system.
Prepare executive-level correspondence, presentations, reports, and other materials as required.
Coordinate with Ontario Teachers’ Pension Plan (OTPP) and internal stakeholders to schedule and manage quarterly Audit Committee updates, Board meetings, dinners, and other related activities.
Coordinate Board meeting logistics, including meeting schedules, facilities, presentation materials, catering, technology requirements, and related arrangements.
Interface professionally with members of the Board of Directors, senior executives, and key internal and external stakeholders.
Coordinate executive and corporate meetings, leadership meetings, offsites, town halls, conferences, and other company events.
Manage meeting logistics, including room reservations and setup, Microsoft Teams connectivity, presentation materials, catering, refreshments, and restaurant reservations.
Prepare and coordinate agendas, presentations, meeting materials, and other documentation to ensure meetings are organized and participants are appropriately prepared.
Develop and manage budgets for VLT meetings and events, including tracking and reconciling related expenditures.
Handle highly confidential, sensitive, and proprietary information with discretion and sound judgment.
Maintain accurate and well-organized electronic files, records, databases, and executive documents.
Manage and communicate departmental and organizational documents, including organizational announcements, distribution lists, service anniversary lists, and organizational charts.
Coordinate the preparation, updates, and distribution of recurring reports and business information.
Serve as a key point of contact for internal and external stakeholders, responding to inquiries and facilitating communication with the executive team as appropriate.
Support departmental and executive-level projects, including business research, project milestone tracking, coordination of deliverables, and ad hoc business initiatives.
Coordinate office administrative requirements, including mail distribution, phone coverage, and procurement of office supplies, as required.
Perform other duties and special projects as assigned.

Requirements

Post-secondary education in Business or Office Administration, or a related discipline preferred.
Minimum of 5+ years of administrative experience, preferably supporting senior executives.
Proven track record of supporting C-suite and senior executives or other senior leaders as well as managing multiple and competing priorities.
Must be able to independently create detailed and high-quality PowerPoint presentations that include charts, graphs, other visuals, etc.
Experience coordinating complex calendars, meetings, and business travel.
Ability to manage competing priorities and deadlines with limited supervision.
Demonstrated professionalism and discretion when handling confidential information.
Ability to exercise sound judgment, take initiative, and independently resolve administrative issues.

Skills

Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
Strong written and verbal communication skills.
Excellent organizational and time-management skills with exceptional attention to detail.
Strong interpersonal skills and able to communicate well with individuals at all organizational levels.

Location

Bronx, NY

Work Type

Full Time

Experience Level

Experienced

Education Level

Post-secondary education in Business or Office Administration, or a related discipline preferred

Salary/Compensations

$90,000 - $110,000

Benefits

Medical/Dental/Vision/Life Insurance/HAS
401K (Company Match/Non-Elective)
Commuter Benefits (NYC)
Paid Time Off (PTO)
Tuition Reimbursement
Employee Assistance Program (EAP)

About the Company

Vantage Elevation, LLC is North America’s leading independent manufacturer of elevator components and systems.
Vantage is comprised of industry leading brands including GAL Manufacturing, Hollister-Whitney, Elevator Controls, Courion, BSIS, Bore-Max, Thames Valley Controls, and Vertical Dimensions.
Through its brands, Vantage supplies almost all electro-mechanical devices used in contemporary elevators.
Founded in 1927, the Vantage group employs over 900 staff in multiple locations across the United States, Canada, and United Kingdom.

Equal Opportunity

Vantage Elevation, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.