Executive Assistant & Office Manager, APAC

Vantage; Sydney; On-site; AUD 110,000 - 150,000; Full time

Job summary

Vantage is seeking an Executive Assistant & Office Manager, APAC in Sydney to provide strategic support to Asia Pacific leaders. This senior role blends executive assistance with regional office management, ensuring seamless operations across time zones and diverse stakeholders.

The successful candidate will be highly organized, service‑oriented, discreet with confidential information, and able to thrive in a fast‑paced environment while driving cross‑functional collaboration and operational

Qualifications

• Bachelor’s degree in Business Administration or related field.
• 5+ years as an Executive Assistant supporting C-level Executives or VPs.
• 3+ years in an Office Manager or Office Administrator role.
• Experience working with diverse, multicultural stakeholders across multiple time zones.
• Proven ability to handle highly confidential information with discretion.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multitask and prioritize.
• High proficiency with Microsoft Outlook calendaring.
• Energetic, adaptable, solutions oriented, and quick to learn.

Responsibilities

• Manage complex calendars for Executives, including meetings across time zones.
• Proactively manage email, correspondence, call screening, and follow-ups on behalf of leaders.
• Provide end-to-end administrative support, including records management and confidential documentation.
• Prepare meeting agendas, attend meetings, capture minutes, and track action items to completion.
• Serve as a key point of contact between Executives, internal teams, clients, and external partners.
• Coordinate domestic and international travel and manage expenses.
• Anticipate executive needs, manage competing priorities, and support effective time management.
• Oversee daily office operations, space management, access cards, and office supplies.
• Partner with facilities on maintenance, repairs, and workplace improvements.
• Manage vendor relationships, contracts, and service quality.
• Implement and support health, safety, and workplace compliance initiatives.
• Act as a liaison to ensure clear, timely communication across stakeholders and departments.
• Partner with teams to support business initiatives and cross-functional collaboration.
• Support planning and execution of company events, town halls, and special projects.
• Build strong, trusted relationships with internal and external partners.

Skills

Calendar management

Email management

Travel coordination

Stakeholder liaison

Confidentiality

Communication skills

Office administration

Outlook skills

Education

Bachelor's degree

Tools

MS Office

Job description

The Executive Assistant & Office Manager, APAC is a senior strategic support role providing trusted partnership to Asia Pacific leaders, combining executive assistance with regional office management oversight across Sydney.

This role sits at the heart of the organization and interacts with employees at all levels, as well as external stakeholders. The successful candidate is highly organized, adaptable, service-oriented, and thrives in a fast-paced, dynamic environment. They bring a strong “can-do” mindset, excellent judgment, and a proven track record supporting senior leadership while managing office operations effectively.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars for Executives, including meetings across time zones
• Proactively manage email, correspondence, call screening, and follow-ups on behalf of leaders
• Provide end-to-end administrative support, including records management and confidential documentation
• Prepare meeting agendas, attend meetings, capture minutes, and track action items to completion
• Serve as a key point of contact between Executives, internal teams, clients, and external partners
• Coordinate domestic and international travel and manage expenses
• Anticipate executive needs, manage competing priorities, and support effective time management

Office Management & Operations

• Oversee daily office operations, space management, access cards, and office supplies
• Partner with facilities on maintenance, repairs, and workplace improvements
• Manage vendor relationships, contracts, and service quality
• Implement and support health, safety, and workplace compliance initiatives
• Act as a liaison to ensure clear, timely communication across stakeholders and departments
• Partner with teams to support business initiatives and cross-functional collaboration
• Support planning and execution of company events, town halls, and special projects
• Build strong, trusted relationships with internal and external partners

Qualifications & Experience Required

• Bachelor’s degree in Business Administration, a related field, or equivalent practical experience
• Minimum 5+ years of experience as an Executive Assistant supporting C-level Executives and/or VPs
• Minimum 3+ years of experience in an Office Manager or Office Administrator role
• Experience working with diverse, multicultural stakeholders across multiple time zones
• Proven ability to handle highly confidential information with discretion
• Excellent written and verbal communication skills (formal and informal)
• Strong organizational skills with the ability to multitask and prioritize effectively
• High proficiency with Microsoft tools, including Outlook calendaring
• Energetic, adaptable, solutions oriented, and quick to learn