Executive Assistant & Office Manager, APAC at Vantage Data Centers in Sydney, Australia

Job description

• The Executive Assistant & Office Manager, APAC is a senior strategic support role providing trusted partnership to Asia Pacific leaders, combining executive assistance with regional office management oversight across Sydney.
• This role sits at the heart of the organization and interacts with employees at all levels, as well as external stakeholders. The successful candidate is highly organized, adaptable, service-oriented, and thrives in a fast-paced, dynamic environment. They bring a strong “can-do” mindset, excellent judgment, and a proven track record supporting senior leadership while managing office operations effectively.

Responsibilities

• Executive & Administrative Support
• Manage complex calendars for Executives, including meetings across time zones
• Proactively manage email, correspondence, call screening, and follow-ups on behalf of leaders
• Provide end-to-end administrative support, including records management and confidential documentation
• Prepare meeting agendas, attend meetings, capture minutes, and track action items to completion
• Serve as a key point of contact between Executives, internal teams, clients, and external partners
• Coordinate domestic and international travel and manage expenses
• Anticipate executive needs, manage competing priorities, and support effective time management
• Office Management & Operations
• Oversee daily office operations, space management, access cards, and office supplies
• Partner with facilities on maintenance, repairs, and workplace improvements
• Manage vendor relationships, contracts, and service quality
• Implement and support health, safety, and workplace compliance initiatives
• Communication, Collaboration & Events
• Act as a liaison to ensure clear, timely communication across stakeholders and departments
• Partner with teams to support business initiatives and cross-functional collaboration
• Support planning and execution of company events, town halls, and special projects
• Build strong, trusted relationships with internal and external partners

Requirements

• Bachelor’s degree in Business Administration, a related field, or equivalent practical experience
• Minimum 5+ years of experience as an Executive Assistant supporting C-level Executives and/or VPs
• Minimum 3+ years of experience in an Office Manager or Office Administrator role
• Experience working with diverse, multicultural stakeholders across multiple time zones
• Proven ability to handle highly confidential information with discretion
• Excellent written and verbal communication skills (formal and informal)
• Strong organizational skills with the ability to multitask and prioritize effectively
• High proficiency with Microsoft tools, including Outlook calendaring
• Energetic, adaptable, solutions oriented, and quick to learn
• Experience using SharePoint
• Experience with global travel platforms

Skills

Preferred

• Experience using SharePoint
• Experience with global travel platforms

Benefits

• 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.