Executive Assistant

1 month ago

Singapore VANTAGE DATA CENTERS APAC PTE. LTD. Full time
Roles & Responsibilities

About Vantage Data Centers

Vantage is committed to being a workplace of inclusion, equity, respect and acceptance. We celebrate diversity and intentionally seek out opportunities to learn from one another’s experience.

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 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 role performs more than routine administrative tasks, it enables C-Level Executives & VPs to focus on strategic leadership and high-level functions. This role combines administrative efficiency with office management expertise.

It is a hands-on support that engages with literally every person in the Organization. The ideal candidate will possess outstanding multi-tasking abilities, communication, and teamwork as well as the ability to keep up in a fast-paced working environment. The successful candidate should be able to demonstrate previous successful/positive customer service encounters.

We are seeking an experienced and dynamic professional with a proven track record and experience as an Executive Assistant to C-Level Executives & VPs covering office management. The successful applicant will be driven and results-focused with a "can do attitude."

Essential Job Functions

  • Manage the executive’s and VP’s calendar, arrange meetings, appointments, and travel.
  • Prioritize, respond to, and organize emails on behalf of the executive/VP.
  • Answer and return phone calls, screen calls, and take messages.
  • Provide administrative support to executive’s department
  • Maintain records, organize files, and handle paperwork.
  • Attend meetings, take accurate notes, and prepare meeting summaries.
  • Assist in creating meeting agendas and distributes relevant materials.
  • Ensure action items from meetings are tracked and completed.
  • Act as a point of contact between executives, employees, clients, and external partners.
  • Manage information flow within the organization, ensuring timely and accurate communication.
  • Arrange travel logistics, including flights, accommodations, and transportation.
  • Handle travel receipts and expense reports.
  • Be flexible and resourceful in handling unexpected situations.
  • Proactively address challenges and anticipate the executive’s requirements.
  • Juggle multiple tasks efficiently, prioritizing urgent matters.
  • Help the executive manage time effectively.
  • Build positive relationships with internal and external stakeholders.
  • Work closely with other team members and departments.
  • Assist in organizing company events, town hall, lunch & learn, anchor day, or special projects.
  • Support company-wide initiatives as needed.
  • Support in issuance and returns of office access card, etc.
  • Oversee office space, maintenance, and supplies as needed.
  • Collaborate with facilities management for repairs and improvements.
  • Liaise with vendors (cleaning services, office suppliers, etc.).
  • Negotiate contracts and monitor service quality.
  • Implement safety protocols (fire drills, evacuation plans).
  • Ensure compliance with health regulations.
  • Act as a liaison between the executives and internal/external stakeholders.
  • Cascade timely communication to ensure seamless coordination across departments, especially for cross-departmental projects or meetings.

Job Requirements

  • Bachelor’s degree in administration, similar field, or equivalent experience is preferred
  • 5+ years of experience in an administrative, organizational or other detail-oriented function, as an Executive Assistant
  • 3+ years as an Office Manager/ Administrator
  • Experience in working with diverse and multicultural stakeholders across time zones
  • 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
  • Travel required is expected to be less than 5% and on as as-needed basis, but may increase over time as business needs evolve
  • Notary Public preferred, not required
  • Proficiency in both English and Chinese languages essential
  • Creative, flexible and solutions oriented

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.

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 Data Centers is an Equal Opportunity Employer

Vantage Data Centers 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 Data Centers.


Tell employers what skills you have

Outlook
Excellent Communication Skills
Sustainability
Travel Arrangements
Data Center
Property
Office Management
Administration
Reliability
SharePoint
Transportation
Administrative Support
Notary Public
Customer Service
Retirement
Facilities Management

  • Executive Support Specialist

    3 weeks ago

    Singapore Executive Access Full time

    We are seeking a highly skilled and experienced Executive Assistant to support our company directors in various administrative duties.General administrative tasks, including finance and accounting related workLiaising with bankers to provide documentation for Know Your Customer (KYC) purposesTo qualify for this role, you must possess:A minimum of 2 years'...

  • Executive Assistant Manager

    1 week ago

    Singapore PEOPLE PROFILERS (EXECUTIVE SEARCH) PTE. LTD. Full time

    At People Profilers (Executive Search) Pte. Ltd., we are seeking an experienced Executive Assistant Manager to join our team in Kent Ridge.The estimated salary for this role is SGD 4,500 - 6,000 per month, depending on experience and qualifications.About the RoleThis is a key position that requires exceptional administrative skills, financial knowledge, and...

  • Executive Personal Assistant

    7 days ago

    Singapore PEOPLE PROFILERS (EXECUTIVE SEARCH) PTE. LTD. Full time

    We are seeking a highly skilled and experienced Executive Personal Assistant to join our team at People Profilers (Executive Search) Pte. Ltd.About the RoleThis is a fantastic opportunity for someone who is passionate about delivering exceptional customer service and providing personalized support to our clients.Key Responsibilities:Provide assistance at...

  • Admin / HR Assistant / Executive - Offshore law firm

    1 week ago

    Singapore Executive Link Services Pte Ltd Full time

    International law firm at Raffles Quay. Job Duties Supporting Director of Administration in running the Singapore office. Assists with HR matters on employee relations including new hire, prepare employment letters, reference checks, onboarding arrangements, orientations, preparing manuals and orientation folders. Assist in staff appraisal and salary...

  • Executive Residences Ambassador

    2 weeks ago

    Singapore TREETOPS EXECUTIVE RESIDENCES Full time

    About Treetops Executive ResidencesAt Treetops Executive Residences, we strive to provide exceptional service to our guests. Our concierge officers play a vital role in ensuring that every guest feels welcome and valued.Job Responsibilities:We are seeking a highly skilled Concierge Officer to join our team. The ideal candidate will be responsible...

  • Marketing Communications Executive

    5 months ago

    Singapore TREETOPS EXECUTIVE RESIDENCES Full time

    Roles & ResponsibilitiesJob DescriptionJob Responsibilities: Responsible for copy-writing and designing of all marketing related collaterals, such as brochures, newsletters and electronic direct mailers etc. Provide support to Marcom Manager on all Marcom related duties such as analysis, managing of social media and media monitoring. Manage, plan and...

  • Executive Assistant

    7 days ago

    Singapore Executive Access Full time $100,000

    You will be required to support the company directors in the following General administrative duties General Finance and accounting related work Liaising with bankers to provide documentation for KYC purpose To qualify for this role, you must possess Minimum 2 years working in a family office environment Some prior experience in general...

  • Executive Assistant

    3 weeks ago

    Singapore Executive Access Full time

    You will be required to support the company directors in the following General administrative duties General Finance and accounting related work Liaising with bankers to provide documentation for KYC purpose To qualify for this role, you must possess Minimum 2 years working in a family office environment Some prior experience in general finance experience...

  • Executive Assistant with Exceptional Customer Service Skills

    2 weeks ago

    Singapore PEOPLE PROFILERS (EXECUTIVE SEARCH) PTE. LTD. Full time

    Job Summary:We are seeking an experienced Concierge Service Executive to provide exceptional customer service and create unforgettable experiences for our clients. As a key member of our team, you will be responsible for delivering swift, personalized service while maintaining a sophisticated presence in customer-centric areas.About the Role:This is a unique...

  • Accounts executive

    3 weeks ago

    Singapore Treetops Executive Residences Full time

    Job Scope: Responsible for the maintenance of partial accounts payable and receivable, general ledger, assisting in credit control and cover duties when necessary. Job Requirements: Minimum 2 years of relevant experience in accounting and bookkeeping, preferably in the hospitality industry. Service-oriented and committed to work. Independent and...

  • Senior accounts executive

    20 hours ago

    Singapore BTI Executive Search Pte Ltd Full time

    My client, an established local manufacturing company in Singapore is now seeking a Senior Accounts Executive. This is a fantastic opportunity for a finance professional who thrives in a hands-on role and enjoys contributing to the smooth functioning of financial operations. As a Senior Accounts Executive, you will be responsible for managing the...

  • Business Development Associate

    4 weeks ago

    Singapore Executive Access Full time

    About Executive AccessAt Executive Access, we provide exceptional services to our clients. Our team of experts is dedicated to delivering high-quality support.Job SummaryWe are seeking a highly skilled Business Development Associate to join our team. The successful candidate will be responsible for providing general KYC support, liaising with the bank for...

  • Senior digital marketing executive, sea

    1 month ago

    Singapore BTI Executive Search Pte Ltd Full time

    You will be accountable for supporting the operations aspect for the overall digital strategy for SEA market. Your work includes planning, implementing, monitoring and reporting on digital marketing campaigns across digital marketing channels. Digital Marketing (Regional) Assist with the development of digital content for social, Email marketing, or online...

  • Executive, human resource

    2 weeks ago

    Singapore Business Executive Coach Full time

    Press Tab to Move to Skip to Content Link Select how often (in days) to receive an alert: Create Alert This position will provide regional payroll support for Singapore local employees and expatriates in the countries we operate in. Process payroll for Singapore entities and liaise with regional payroll vendors, review and validate payroll processing and...

  • Accounts Executive

    2 weeks ago

    Singapore BTI EXECUTIVE SEARCH PTE. LTD. Full time

    Roles & ResponsibilitiesOur client in the banking industry, is urgently hiring a dynamic accounting professional to join their team.Accounting Executive (6 months contract)Job Description Maintain full set of accounts (AR/AP/FA/GL/BS/PL), including preparation and posting of journal entries Perform daily and month-end account closing activities and bank...

  • Communication Assistant

    7 days ago

    Singapore EXECUTIVE SHIP MANAGEMENT PTE LTD Full time $2,500 - $3,500

    Responsibilities Prepare and distribute company’s in-house monthly news bulletin and quarterly magazine in consultation with the Editorial Board; Prepare daily news to be sent out to crew on-board vessels; Work with in-house Graphic Designer and Web Developer in maintaining company website and other publicity materials; Prepare and assist the...

  • Experienced M&E Professional Wanted for Singapore Projects

    3 weeks ago

    Singapore Artemis Executive Solutions Full time

    Job SummaryWe are seeking an experienced Senior M&E Engineer to join our team at Artemis Executive Solutions. This is a fantastic opportunity for someone with a strong background in Mechanical and Electrical engineering to take on new challenges and contribute to the success of our projects.About the RoleThe successful candidate will be responsible for...

  • Executive Assistant

    7 days ago

    Singapore OUR RECRUITERS LLP Full time $3,000 - $4,800

    Executive Assistant Job Description: Executive Assistant The Executive Assistant will provide essential support to senior executives by managing schedules, coordinating meetings, and preparing budget reports. This role is vital for ensuring effective communication and smooth operations within the team. Key Responsibilities: Executive Support: Act...

  • Communication Assistant

    2 weeks ago

    Singapore EXECUTIVE SHIP MANAGEMENT PTE LTD Full time

    Roles & ResponsibilitiesResponsibilities Prepare and distribute company’s in-house monthly news bulletin and quarterly magazine in consultation with the Editorial Board; Prepare daily news to be sent out to crew on-board vessels; Work with in-house Graphic Designer and Web Developer in maintaining company website and other publicity materials; Prepare...

  • ME Technical Expert

    2 weeks ago

    Singapore Artemis Executive Solutions Full time

    Job Description:We are seeking an experienced Senior M&E Engineer to join our team at Artemis Executive Solutions.About the Role:As a Senior M&E Engineer, you will be responsible for handling site M&E works, installations, and inspections under the supervision of the M&E Manager.You will assist in monitoring and updating site work progress and liaise with...