Executive Assistant

About Vantage Data Centers

Vantage is committed to being a workplace of inclusion, equity, respect and acceptance. We celebrate diversity and intentionally seek out opportunities to learn from one another’s experience.

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

This role can be based in our US location: Ashburn, VA in alignment with our flexible work policy. (3 days on site required, 2 days flexible).

Vantage is seeking a thorough, initiative-driven, and quick-learning Executive Assistant who provides comprehensive administrative support to North American Executives and other members of the Executive Leadership team as needed! This role is focused on enhancing the efficiency and effectiveness of the 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 collaborators, including the Board of Directors. The Executive Assistant will be responsible for leading high-level projects, coordinating travel, organizing meetings, and supporting various logistical and administrative tasks. Integrity, objectivity, promptness, and strong customer service skills are crucial for success in this fast-paced environment.

Essential Job Functions

Administrative Support:

• Provide daily management and administrative support for the Executive Team.

• Use discretion, judgment, and interpersonal knowledge to facilitate the executive’s activities and handle confidential information.

Travel and Schedule Coordination:

• Coordinate and lead executive travel arrangements, including booking flights, hotels, and ground transportation.

• Handle 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.

• Lead 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 demeanor with strong customer service skills.

• Collaborate with a wide range of internal and external customers, 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

Education:

• Bachelor’s Degree in Office Administration, similar field, or equivalent experience is preferred.

• Notary Public preferred, not required

Experience:

• 4+ years of experience in an administrative, organizational, or other meticulous function, as an Office Manager or Executive Assistant

Skills:

• 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 5% but may increase over time as the business evolves. .

Physical Demands and Special Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects; reach with hands and arms; climb stairs; balance; stoop or kneel; talk and hear. The employee must occasionally lift and/or move up to 25 pounds.

Additional Details

• This position is eligible for company benefits including but not limited to medical, dental, and vision coverage, life and AD&D, short and long-term disability coverage, paid time off, employee assistance, participation in a 401k program that includes company match, and many other additional voluntary benefits.

• Compensation for the role will depend on a number of factors, including your qualifications, skills, competencies, and experience and may fall outside of the range shown.

#LI-Hybrid   #LI-CM1

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.