Office Manager & Executive Assistant, NA

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.

Position Overview

The Office Manager & Executive Assistant will be a hands-on support person who engages with literally every person in the Office. 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 Office Manager & Executive Assistant. The successful applicant will be driven and results-focused with a "can do attitude."

This role is on-site in Quebec City, QC.

Essential Job Functions & Duties

• Responsible for establishing an engaging and productive office environment, and positive interactions with all visitors & staff

• Manage and monitor contracts regarding soft services (Cleaning, Landscaping, Snow removal, Craftsmen services etc)

• Coordinate with vendors and suppliers for site-related services and supplies

• Assist in worker order management (PO) and ensuring accurate billing for the work order delivered

• Coordinate closely with Information Technology, Facilities, Security and other key partners 

• Help schedule & execute small and large group events (departmental parties, catered events etc.)

• Ordering & maintaining office supplies including snacks and drinks

• Help manage conference room reservations

• Shipping & receiving packages

• Managing all incoming mail to the building

• Making sure office and conference rooms are tidy before leaving for the day

• Help to schedule offsite meetings/events

• Help with hotel reservations

• Scheduling, including meal ordering, when appropriate

• Plan virtual and in-person gatherings/activities

• Provide access and support for visitors & customers

• Calendar management & support for Executives

• Miscellaneous projects and duties as assigned

Job Requirements

• High school diploma or equivalent; additional education or certifications are a plus.

• 3+ years of experience in an administrative, organizational, or other detail-oriented function, as an Office Manager or Executive Assistant

• 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

• Experience with vendor negotiation and coordination of infrastructural services (cleaning, winter service etc.)

• Travel required is expected to be less than 5% and on as as-needed basis, but may increase over time as the business needs evolve

• Notary Public preferred, not required

• Bilingualism (French and English) is desired (required) for this position due to the nature of the role requiring interactions with vis-à-vis across different departments in the US

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.

#LI-AH1

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.