Executive Assistant & Office Manager — Grow With Insurance

Hr Savvy Consulting; Sydney; Ibrido; AUD 95.000 - 130.000; Tempo pieno

Vantaggi offerti da questo lavoro

Above‑market compensation

Health and welfare benefits

Retirement benefits

Paid leave

Descrizione del lavoro

Vantage is seeking an Executive Assistant & Office Manager for APAC, based in Sydney. The role combines strategic executive support with regional office operations, demanding strong organisation, discretion, and cross‑time‑zone collaboration across a fast‑paced, dynamic environment.

You will partner with senior leaders, manage calendars, travel, and communications, while ensuring smooth office operations and cross‑functional alignment. This is a hybrid Sydney role with global exposure.

Competenze

• Bachelor’s degree in Business Administration or 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 in an Office Manager/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 organisational skills with ability to multitask and prioritise.
• High proficiency with Microsoft tools, including Outlook calendaring.

Mansioni

• Manage complex calendars for Executives across time zones.
• Proactively manage email, correspondence, call screening, and follow-ups for leaders.
• Provide end-to-end administrative support including records management and confidential documentation.
• Prepare meeting agendas, attend meetings, capture minutes, and track actions.
• Coordinate domestic and international travel and manage expenses.
• Oversee daily office operations, space management, access cards, and supplies.
• Partner with facilities on maintenance, vendor relationships, and service quality.
• Support health, safety, and workplace compliance initiatives.

Conoscenze

Executive support

Calendar management

Communication

Organisational skills

Multitasking

Discretion with confidential info

Microsoft Office

Formazione

Bachelor’s degree in Business Administration

Equivalent practical experience

Strumenti

Microsoft Outlook

SharePoint

Microsoft Office Suite

Descrizione del lavoro

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 centre 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 organisation and interacts with employees at all levels, as well as external stakeholders. The successful candidate is highly organised, adaptable, service‑oriented, and thrives in a fast‑paced, dynamic environment. They bring a strong “can‑do” mindset, excellent judgement, 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 organisational skills with the ability to multitask and prioritise 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

Benefits

• Above‑market total compensation package
• Comprehensive suite of health and welfare, retirement, and paid leave benefits exceeding local expectations
• Recognition, training and development opportunities
• Knowledge that your contribution adds value to the company and our community

E‑EO & Diversity

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.

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.

Working Arrangement

This role is based in Sydney, and we’re looking for someone who calls it home. Our hybrid way of working gives you the flexibility to work remotely, and to come together on campus for meaningful in‑person collaboration and connection.