Executive Assistant to Leadership Projects

Requirements

• Bachelor's Degree in Office Administration, similar field, or equivalent experience is preferred
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• Notary Public preferred, not required
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• 4+ years of experience in an administrative, organizational, or other meticulous function, as an Office Manager or Executive Assistant
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• Strong organizational and project management skills
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• Highly organized, energetic and a fast learner
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• Experience maintaining confidential information
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• Excellent communication skills: written/grammar/spelling, verbal (formal and informal), listening and talking
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• Experience with Microsoft tools, including the ability to schedule, track, report and follow-up using these tools
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• Experience with Outlook calendaring is required
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• Experience with SharePoint is a plus
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• Experience with a Global Travel Platform is a plus
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• Excellent communication and interpersonal abilities
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• Travel required is expected to be up to 5% but may increase over time as the business evolves

• 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
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• 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
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• 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
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• The Executive Assistant, Administrative Support, will be responsible for managing high-level projects, coordinating travel, organizing meetings, and supporting various logistical and administrative tasks
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• Integrity, objectivity, promptness, and strong customer service skills are essential for success in this fast-paced environment
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• Provide daily management and administrative support for the Executive Team
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• Use discretion, judgment, and organizational knowledge to facilitate the executive's activities and manage confidential information
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• Coordinate and manage executive travel arrangements, including booking flights, hotels, and ground transportation
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• Manage executive schedules and calendars, ensuring efficient time management and prioritization of tasks
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• Manage conference room bookings, including meal ordering when appropriate
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• Organize and support logistics for meetings, including scheduling, preparing agendas, and coordinating conference rooms
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• 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
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• Prepare and process expense reports for the executive team
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• Manage projects independently, requiring discretion and decision-making without close supervision
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• Build and coordinate reports, charts, budgets, and other presentation materials for the executive team
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• Summarize, prioritize, and research information in a concise and usable format for executive review
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• Project a positive, confident attitude with strong customer service skills
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• Collaborate with a wide range of internal and external stakeholders, from the Board of Directors to various department teams
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• Provide access and support for visitors and customers, ensuring a positive experience
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• Additional duties as assigned by Management