Executive Assistant & Office Manager, APAC

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

Benefits offered by this job

Health and welfare benefits

Retirement plan

Paid leave

Job summary

Vantage seeks an Executive Assistant & Office Manager, APAC, to partner with Asia Pacific leaders and oversee Sydney-based operations. This senior role blends executive assistance with regional office management in a fast-paced environment.

The successful candidate will be highly organized, service-minded, and adept at managing calendars, travel, communications, and facilities while upholding discretion and confidentiality across time zones.

Qualifications

• 5+ years of experience as an Executive Assistant supporting C‑level Executives and/or VPs.
• 3+ years in an Office Manager or Office Administrator role.
• Experience coordinating across multiple time zones and with diverse stakeholders.
• Ability to handle highly confidential information with discretion.
• Excellent written and verbal communication skills and strong organizational abilities.

Responsibilities

• Manage complex calendars for Executives across time zones.
• Proactively manage email, correspondence, and follow-ups for leaders.
• Provide end-to-end administrative support, records management and confidential docs.
• Prepare meeting agendas, attend meetings, and track action items.

Skills

Calendar management

Email management

Travel coordination

Vendor management

Multitasking

Communication

Outlook

Education

Bachelor's degree in Business Administration

Tools

SharePoint

Microsoft 365

Job description

About Vantage

Vantage 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, 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

Communication, Collaboration & Events

• 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

Preferred

• Experience using SharePoint
• Experience with global travel platforms

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.

Vantage is an Equal Opportunity Employer.

Vantage 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.