Executive Assistant & Office Manager, NA

About Vantage Data Centers

Any additional information you require for this job can be found in the below text Make sure to read thoroughly, then apply.

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

The Executive Assistant / Office Manager provides administrative support in a variety of functions to the Global CISO, North American Chief Technology Officer, Construction and Marketing Executives along with others from the Executive Leadership team members as needed in addition to providing the care and feeding for the Virginia flagship office!

Focusing on increasing the efficiency and speed of each department, this Executive Assistant will review, prioritize, direct and delegate a wide variety of sophisticated and confidential requests that are presented to the executive for consideration.

The Executive Assistant will need to summarize, prioritize and research information in a concise manner and usable format for the executive to review.

This position will require the Executive Assistant to respond to, or route, priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive.

May create, or coordinate, reports, charts, budgets and other presentation materials for the executive. Will coordinate high-level projects, travel arrangements, and meetings.

May plan and schedule work and direct other staff to deliver support. Will learn to have broad knowledge and full understanding of the Company's operations, procedures and objectives.

Will contribute to moderately sophisticated aspects of any project assigned. In addition to executive support, the Executive Assistant / Office Manager will be directly responsible for the day-to-day office management of the Virginia office, partnering with the Site Operations team, ensuring that all team members in the VA office have a phenomenal work environment.

An ideal candidate for this position is efficient, energetic, thorough, and a problem solver. Must be comfortable working with a wide range of partners, from our Executive Leadership on down.

Position requires integrity, objectivity, promptness and the ability to stay organized and work flexibly in a fast-paced environment.

Projecting a positive, confident attitude, with strong customer service skills, will be essential to success!

This position will be based on-site at our office in Ashburn, VA, in alignment with our flexible work policy. (3 days on site required, 2 days flexible).

Essential Job Functions

• Daily management and administrative support for the Global CISO and North American CTO, Construction and Marketing Executives
• Coordination of Executive schedules
• Travel arrangements
• Schedule / Calendar management
• Meeting organization and support logistics
• Event planning (i.e. offsite events, customer meetings, & board meetings)
• Expense report preparation
• Office management, including new employee coordination, ordering supplies & meals, greeting visitors
• Project management, requiring independent discretion and decision making, without close supervision, as our executive team members are often traveling
• Logistics management of employee holiday events, customer appreciation events, industry events, office lunch events, etc.
• Uses discretion, judgment, and knowledge of organization to facilitate the executive's activities

Duties

• Scheduling, including meal ordering, when appropriate
• Maintain inventory of office supplies, food and beverages
• Conference room management & coordination
• Plan virtual and in-person gatherings / activities
• Shipping & receiving documents and packages
• Vendor management
• Provide access and support for visitors & customers
• Office reception & customer service
• Miscellaneous projects and duties as assigned
• Additional duties assigned by Management

Job Requirements

• Bachelor's Degree in Office Administration, similar field, or equivalent experience is preferred
• 4+ years of experience in an administrative, organizational, or other thorough function, as an Office Manager or Executive Assistant
• 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
• Travel required is expected to be less than 5% and on an as-needed basis, but may increase over time as the business needs evolve
• Notary Public preferred, not required

Physical Demands And Special Requirements

The physical demands described here are representative of those that must be met by an employee to optimally 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.

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.

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