Executive Assistant, NA

Vantagedc; Denver (CO); On-site; USD 65,000 - 100,000; Full time

Job summary

Vantage is seeking a detail-oriented Executive Assistant to support North American Executives and other members of the Executive Leadership team. This on-site role in Denver requires managing complex schedules, travel planning, and high-level project coordination with discretion and professionalism.

You will interact with Board of Directors and multiple departments, ensuring confidential information is handled with integrity and efficiency.

Qualifications

• Proven experience supporting multiple senior executives and effectively balancing competing priorities.
• Strong judgment with ability to make decisions independently and escalate when necessary.
• Proactive and anticipatory approach to executive needs and priorities.
• Confident communicator who can challenge senior leaders respectfully.
• Bachelor's degree in office administration or related field preferred.

Responsibilities

• Provide daily management and administrative support for Executive Leadership.
• Coordinate travel arrangements including flights, hotels, and ground transport.
• Manage executive schedules and calendars with prioritization of tasks.
• Organize meetings and plan virtual and in-person events including board meetings.
• Prepare expense reports and coordinate reports and presentations for the executive team.
• Support high-level projects and collaborate with diverse internal and external stakeholders.

Skills

Executive support

Travel coordination

Calendar management

Communication

Notary preferred

Education

Bachelor's degree

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.

Job Description

The Executive Assistant is a pivotal role within the Administrative Support department, reporting to executive leadership and working under limited supervision for non-routine situations, often responsible for leading daily operations.

Position Overview

This position will be based on-site at our office in Denver, CO, in alignment with our flexible work policy (3 days on site required, 2 days flexible).

Vantage is seeking a detail-oriented, initiative-driven, and quick-learning Executive Assistant, Administrative Support, who provides comprehensive administrative support to North American Executives and other members of the Executive Leadership team as needed. This role is focused on enhancing the efficiency and effectiveness of the executive team by reviewing, prioritizing, and delegating a wide variety of sophisticated and confidential requests. The ideal candidate will be an efficient, upbeat, and diligent problem solver who is comfortable working with a wide range of collaborators, including the Board of Directors. The Executive Assistant, Administrative Support, will be responsible for managing high-level projects, coordinating travel, organizing meetings, and supporting various logistical and administrative tasks. Integrity, objectivity, promptness, and strong customer service skills are essential for success in this fast-paced environment. This position will report directly to executive leadership, offering the opportunity to work closely with key decision-makers and make an impact across the organization.

Essential Job Functions

Administrative Support:

Provide daily management and administrative support for Executive Leadership.

Use discretion, judgment, and organizational knowledge to facilitate the executive's activities and manage confidential information.

Travel and Schedule Coordination:

Coordinate and manage executive travel arrangements, including booking flights, hotels, and ground transportation.

Manage executive schedules and calendars, ensuring efficient time management and prioritization of tasks.

Manage conference room bookings, including meal ordering when appropriate.

Meeting and Event Planning:

Organize and support logistics for meetings, including scheduling, preparing agendas, and coordinating conference rooms.

Plan and coordinate virtual and in-person events such as offsite meetings, customer meetings, board meetings, employee holiday events, customer appreciation events, and industry events.

Expense Reporting and Project Management:

Prepare and process expense reports for the executive team.

Manage projects independently, requiring discretion and decision-making without close supervision.

Reporting and Presentation Preparation:

Build and coordinate reports, charts, budgets, and other presentation materials for the executive team.

Summarize, prioritize, and research information in a concise and usable format for executive review.

Customer Service and Collaboration:

Project a positive, confident attitude with strong customer service skills.

Collaborate with a wide range of internal and external stakeholders, from the Board of Directors to various department teams.

Additional Duties:

Provide access and support for visitors and customers, ensuring a positive experience.

Additional duties assigned by Management.

Job Requirements

Proven experience supporting multiple senior executives and effectively balancing competing priorities.

Exceptional judgment, with the ability to make sound decisions independently and recognize when escalation is necessary.

Proactive and anticipatory approach, consistently staying ahead of executive needs, priorities, and potential issues.

Confidence to respectfully challenge, advise, and push back on senior leaders when appropriate.

Strong business acumen and ability to quickly understand executive priorities, key stakeholders, and organizational dynamics.

High degree of ownership and accountability, with a track record of resolving problems quickly and continuously improving how work gets done.

Bachelor's degree in office administration, similar field, or equivalent experience is preferred.

Notary Public preferred, not required.

4+ years of experience in an administrative, organizational, or other meticulous function, as an Office Manager or Executive Assistant.

Strong organizational and project management skills.

Highly organized, energetic, and fast learner.

Experience maintaining confidential information.

Excellent communication skills written/grammar/spelling, verbal (formal and informal), listening and talking.

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