Executive Assistant

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.

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.
- 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.

Vantage Data Centers is an E