Make an impact at the center of leadership
We’re seeking an experienced and proactive Administrative Associate to support a senior executive, the Head of Participant Financial Success and collaborate across a broader senior leadership team, including direct engagement with Managing Directors. This is a high-visibility role that sits at the intersection of leadership decision-making, requiring exceptional judgment, precision, and the ability to navigate a dynamic, matrixed environment.
If you thrive in fast-paced settings, anticipate needs before they arise, and take pride in delivering seamless executive support—this is your opportunity to partner closely with senior leaders and make a meaningful impact every day.
What You’ll Do
Executive & Leadership Support
- Provide dedicated administrative support to a senior leader while coordinating across multiple senior leadership stakeholders, including Managing Directors
- Navigate competing priorities across leadership teams, ensuring alignment and smooth coordination in a matrixed environment
- Build trusted relationships and serve as a reliable point of contact across internal and external partners
Calendar & Meeting Management (Core Focus)
- Manage a highly complex, ever-changing executive calendar with precision, prioritizing competing demands and shifting business needs
- Coordinate meetings across multiple leadership layers, ensuring alignment of priorities, attendees, and logistics
- Anticipate scheduling conflicts and proactively adjust to optimize leader effectiveness
Travel & Logistics Coordination
- Plan and manage domestic and international travel, including detailed itineraries, accommodations, and meeting logistics
- Ensure seamless execution of travel plans and adjust quickly to changes in real time
- Coordinate associated logistics, including materials, agendas, and follow-up actions
Operational Excellence & Execution
- Prepare leaders for meetings by organizing materials, agendas, and key logistics ahead of time
- Manage communications with professionalism and accuracy, representing leadership with confidence
- Partner across teams to drive efficient workflows and support high-impact initiatives
What You’ll Bring
Experience & Expertise
- 5+ years of administrative experience supporting senior executives in a complex, fast-paced organization
- Proven experience managing complex calendars, travel coordination, and executive-level logistics
- Demonstrated ability to support multiple leaders and navigate competing priorities
Core Capabilities
- Exceptional attention to detail and organizational discipline
- Strong judgment and ability to operate with discretion in high-visibility situations
- Proactive mindset with the ability to anticipate needs and solve problems independently
- High level of professionalism and confidence interacting with senior leaders
Technical Skills
- Advanced proficiency in Microsoft Office, especially Outlook for calendar management
- Experience coordinating travel and managing logistics tools (e.g., expense systems, booking platforms)
Special Factors
Sponsorship
Vanguard is not offering visa sponsorship for this position.About Vanguard
At Vanguard, we don't just have a mission—we're on a mission.
To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.
How We Work
Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.
Skills Required
- 5+ years of administrative experience supporting senior executives
- Experience managing complex calendars
- Experience coordinating travel and managing logistics
Vanguard Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Vanguard and has not been reviewed or approved by Vanguard.
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Retirement Support — Retirement support appears unusually strong through a 401(k) design that includes a match plus an additional employer contribution, which can materially lift long-term total rewards. HSA seeding and an enhanced employer match further strengthen the savings-and-benefits value of the package.
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Wellbeing & Lifestyle Benefits — Wellbeing and lifestyle support is reinforced by a sizable annual FlexFund stipend that can be applied across many day-to-day categories such as fitness, childcare, and other personal expenses. On-site or virtual clinics and fitness options add practical health and wellness convenience.
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Affordable Benefits — Healthcare and related benefits are positioned as comparatively affordable via heavily subsidized medical plans and broad coverage options. This affordability can offset moderate base pay for employees who place higher value on out-of-pocket cost reductions.
Vanguard Insights
What We Do
We are a community of 30 million who think – and feel – differently about investing. Together, we’re changing the way the world invests. Since our founding in 1975, helping our investors achieve their goals is our sole reason for existence. With no other parties to answer to and therefore no conflicting loyalties, we make every decision—like keeping investing costs as low as possible—with only your needs in mind. Vanguard is one of the world's largest investment companies, offering a large selection of high-quality low-cost mutual funds, ETFs, advice, and related services. Individual and institutional investors, financial professionals, and plan sponsors can benefit from the size, stability, and experience Vanguard offers. As of April 30, 2019, we managed more than $5.6 trillion in global assets. In addition, we have 189 funds in the United States and 225 funds in global markets. For Commenting Guidelines & Important information, visit here: http://vanguard.com/linkedin Vanguard Marketing Corporation, Distributor.
