Executive Assistant & Office Manager, APAC

Vantage Data Centers; Sydney; On-site; AUD 120,000 - 160,000; Full time

Benefits offered by this job

Professional development opportunities

Office events & town halls

Job summary

Vantage Data Centers is seeking an Executive Assistant & Office Manager for APAC to provide trusted partnership to Asia Pacific leaders, combining executive assistance with regional office management across Sydney.

The role interfaces with employees at all levels and external stakeholders, requiring highly organized, adaptable, service-oriented professionals who thrive in a fast-paced environment and manage confidential information with discretion.

Qualifications

• Bachelor’s degree in Business Administration, a related field, or equivalent practical experience.
• 5+ years of experience as an Executive Assistant supporting C-level Executives and/or VPs.
• 3+ years of experience in an Office Manager or Office Administrator role.
• Experience working with diverse, multicultural stakeholders across multiple time zones.
• 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.

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

Executive support

Office management

Multitasking

Discretion

Cross-cultural communication

Microsoft Office

Stakeholder coordination

Education

Bachelor’s degree in business administration or related field

Tools

Outlook

Microsoft Office Suite

Job description

The Executive Assistant & Office Manager, APAC is a seniorstrategicsupport role providing trusted partnership toAsia Pacific leaders, combining executiveassistancewith regional office management oversight acrossSydney.

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 proventrack recordsupporting senior leadership while managing office operations effectively.

Key Responsibilities

Executive & Administrative Support

Manage complex calendarsfor Executives, includingmeetings across time zones

Proactively manage email, correspondence, call screening, and follow-ups on behalf ofleaders

Provideend-to-endadministrative 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,timelycommunication across stakeholders and departments

Partner with teams to support business initiatives andcross-functionalcollaboration

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 supportingC-levelExecutives 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

Highproficiencywith Microsoft tools, including Outlook calendaring

Energetic, adaptable,solutions oriented, and quick to learn