Office Manager & Executive Assistant

About Vantage Data Centers

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.

Position Overview

Vantage is seeking a detail-oriented, initiative-driven, and quick-learning Office Manager and Executive Assistant, who will oversee the daily operations of the Executive Administration team, ensuring the delivery of high-quality administrative support to Executives and other members of the Executive Leadership team. This role is focused on enhancing 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 who is comfortable working with a wide range of collaborators, including the Board of Directors. The Supervisor, Administrative Support, will be responsible for managing high-level projects, coordinating travel, organizing meetings, and supporting various logistical and administrative tasks. Integrity, objectivity, promptness, and strong customer service skills are essential for success in this fast-paced environment.

Essential Job Functions

• Team Supervision: 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.
• Administrative Support: 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.
• Travel and Schedule Coordination: 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.
• Meeting and Event Planning: 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.
• Expense Reporting and Project Management: Prepare and process expense reports for the executive team. Manage projects independently, requiring discretion and decision-making without close supervision.
• Reporting and Presentation Preparation: 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.
• Customer Service and Collaboration: 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.
• Additional Duties: Handle additional duties as assigned by Management. Provide access and support for visitors and customers, ensuring a positive experience.

Job Requirements

• Bachelor’s Degree in Office Administration, similar field, or equivalent experience is preferred.
• Notary Public preferred, not required.
• 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.
• Experience with SharePoint is a plus.
• Experience with a Global Travel Platform is a plus.
• Excellent communication and interpersonal abilities.
• Travel required is expected to be up to 10% but may increase over time as the business evolves.

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. We offer a comprehensive suite of health and welfare, retirement, and paid leave benefits exceeding local expectations. Throughout the year, the advantage of being part of the Vantage team is evident with an array of benefits, recognition, training and development, and the knowledge that your contribution adds value to the company and our community.

Don't meet all the requirements? Please still apply if you think you are the right person for the position. We are always keen to speak to people who connect with our mission and values.

Vantage Data Centers is an Equal Opportunity Employer. Vantage Data Centers does not accept unsolicited resumes from search firm agencies. Fees will not be paid in the event a candidate submitted by a recruiter without an agreement in place is hired; such resumes will be deemed the sole property of Vantage Data Centers.