Executive Assistant, NA

Executive Assistant, Administrative Support

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.

Essential Job Functions

• Provide daily management and administrative support for the Executive Team.
• Use discretion, judgment, and organizational knowledge to facilitate the executive's activities and manage confidential information.
• 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.
• 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.
• Prepare and process expense reports for the executive team.
• Manage projects independently, requiring discretion and decision-making without close supervision.
• 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.
• 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.
• Provide access and support for visitors and customers, ensuring a positive experience.
• Additional duties as assigned by Management.

Job Requirements

• Bachelor'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 Requirements

The 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 Details

• Salary 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.