Executive Assistant, NA

Vantage Data Centers Management Company LLC; Denver (CO); Hybrid; USD 90,000 - 100,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Life and AD&D insurance

Paid time off

401k with company match

Job summary

Vantage Data Centers Management Company LLC seeks an Executive Assistant to support North American Executives, coordinating travel, managing calendars, and organizing meetings and events.

The role emphasizes handling confidential information with discretion, mentoring junior staff, and partnering with cross-functional teams to improve operations. Denver-based with hybrid on-site requirements and a fast-paced environment.

Qualifications

• Bachelor's degree in Office Administration or equivalent experience.
• 4+ years of administrative/office management experience.
• Experience with Microsoft tools and Outlook calendaring is required.
• Excellent communication and handling of confidential information.
• Travel up to 5% may be required.

Responsibilities

• Provide daily administrative support to executive leadership.
• Coordinate travel arrangements, flights, hotels, and ground transport.
• Manage executive calendars and meeting logistics, including conference rooms.
• Plan internal and external meetings and events, in person or virtual.
• Process expense reports and support project management tasks.
• Prepare reports, charts, and presentation materials for executives.

Skills

Organizational skills

Project management

Communication skills

Notary preferred

Education

Bachelor's degree in Office Administration, or equivalent

Tools

Outlook

Microsoft Office

SharePoint

Job description

About VantageVantage 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.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. This position involves addressing difficult and non-routine problems, requiring the coordinator to exercise broad latitude or judgment within defined parameters. This role plays a key role in training, delegating, and reviewing the work of lower-level employees, ensuring tasks are completed with accuracy and efficiency. Example tasks may include overseeing the implementation of strategic administrative initiatives, resolving complex issues related to office procedures, providing mentorship to junior staff, and collaborating with cross-functional teams to improve overall operational effectiveness. The Executive Assistant's contributions significantly impact the successful functioning of the Administrative Support department within the organization.Position OverviewThis 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 FunctionsAdministrative 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 as assigned by Management.Job RequirementsBachelor'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 a fast learner.Experience maintaining confidential information.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.Experience with a Global Travel Platform is a plus.Excellent communication and interpersonal abilities.Travel required is expected to be up to 5% but may increase over time as the business evolves.Physical Demands and Special RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to handle, or feel objects; reach with hands and arms; climb stairs; balance; stoop or kneel; talk and hear. The employee must occasionally lift and/or move up to 25 pounds.Additional DetailsSalary Range: $90,000-100,000 Base + Bonus (this range is based on Colorado market data and may vary in other locations)This position is eligible for company benefits including but not limited to medical, dental, and vision coverage, life and AD&D, short and long-term disability coverage, paid time off, employee assistance, participation in a 401k program that includes company match, and many other additional voluntary benefits.Compensation for the role will depend on several factors, including your qualifications, skills, competencies, and experience and may fall outside of the range shown.#LI-Hybrid #LI-JG1We 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.Don't meet all the requirements? Please still apply if you think you are the right person for the position. We are always keen to speak to people who connect with our mission and values.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.