Executive Assistant

Vantage Data Centers; City of Westminster; On-site; GBP 55,000 - 85,000; Full time

Job summary

Vantage Data Centers seeks an Executive Assistant to provide high-level administrative support to the President, EMEA, COO EMEA, CFO EMEA and the EMEA Leadership team. The role focuses on increasing executive efficiency, handling confidential requests, and preparing concise reports and presentations.

The ideal candidate has 6+ years in admin roles, 3+ years as EA, and strong MS Office skills (Outlook calendar; SharePoint).

Qualifications

• Bachelor's Degree in Management/Administration, or equivalent experience preferred.
• 6+ years of experience in an administrative, organizational or other detail-oriented function.
• 3+ years as an Executive Assistant.
• Highly organized, energetic and a fast learner.
• Creative, flexible and solutions oriented.
• Excellent communication skills: written/grammar/spelling, verbal and listening abilities.
• Experience with Microsoft tools, including scheduling, tracking and reporting.
• Experience with Outlook calendaring is required.
• SharePoint experience is a plus.

Responsibilities

• Manage London office organization, communications and schedule flow.
• Support the setup and establishment of the London office as a flexible and vibrant workspace for all Vantage colleagues.
• Office and project management with discretion and independent decision making, as executives travel.
• Coordinate Executive travel, schedule/calendar, meetings and event logistics, and expense reports.
• Use discretion and knowledge of the organization to facilitate executive activities.
• Office reception and customer service, providing access and support for visitors and customers.
• Scheduling, including meals when appropriate.
• Recruitment-related scheduling and administrative coordination.
• Conference room management and logistics.
• Shipping and receiving documents and packages.
• Periodic filing and internal communications.
• Support miscellaneous projects and duties as assigned.

Skills

Executive Assistant experience

Microsoft Office

Outlook calendaring

Communication skills

Organizational skills

Education

Bachelor's Degree in Management/Administration or equivalent

Tools

SharePoint

Job description

The Executive Assistant provides administrative support in a variety of functions to the President, EMEA, the Chief Operating Officer EMEA, the Chief Financial Officer EMEA - and other members of the EMEA Leadership team - that are entirely focused on and supportive of increasing the efficiency of the executive. Reviews, prioritizes, directs and delegates a wide variety of complex and confidential requests that are presented to the executive for consideration. Summarizes, prioritizes and researches information into a concise and usable format for the executive to review. Responds to, or routes, 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. Coordinates high-level projects, travel arrangements, and meetings. May plan and schedule work and direct other staff to deliver support. Has a broad knowledge and full understanding of the company's operations, procedures and objectives. Contributes to moderately complex aspects of a project. An ideal candidate for this position is detail-oriented, a problem-solver, who has worked in a start-up environment in the past. Must be comfortable working with a wide range of stakeholders, from our Board of Directors 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. Work is generally independent and collaborative in nature.

Essential Job Functions

• Manage London office organization, communications and schedule flow
• Support the set up and establishment of the London office as a flexible and vibrant workspace for all Vantage colleagues
• Office and project management, requiring independent discretion and decision making, without close supervision, as our executive team members are often travelling
• Coordination of Executive: + Travel + Schedule/Calendar + Meeting organization and support logistics + Event Planning and support logistics + Expense report preparation
• Uses discretion, judgement and knowledge of organization to facilitate the executive's activities

Duties

• Office reception & customer service + provide access and support for visitors & customers
• Scheduling, including meal ordering, when appropriate
• (Recruitment) interview scheduling, co-ordination and administration management
• Conference room management
• Shipping & receiving documents and packages
• Periodic filing, both hardcopy and softcopy
• Internal company communications
• Miscellaneous projects and duties as assigned.

Qualifications

• Bachelor's Degree in Management/Administration, similar field, or equivalent experience is preferred
• 6+ years of experience in an administrative, organizational or other detail-oriented function
• 3+ years as an Executive Assistant
• Highly-organized, energetic and a fast learner
• Creative, flexible and solutions oriented
• 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

About Vantage Data Centers

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 six markets in North America and five markets in Europe, 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.