We are seeking a highly organized Administrative Associate to provide support to multiple senior leaders in a fast-paced, high-visibility environment. This role is responsible for managing complex calendars, coordinating meetings across internal and external stakeholders, and ensuring seamless scheduling for leaders with demanding and often restricted availability.
The ideal candidate thrives in a dynamic setting, can effectively balance competing priorities, and demonstrate strong adaptability when supporting leaders with diverse work styles and expectations. Success in this role requires exceptional attention to detail, sound judgment, strong communication skills, and the ability to build productive relationships across all levels of the organization.
This position offers significant exposure to senior leadership and is well-suited for an ambitious professional who is eager to grow their career while making a meaningful impact through operational excellence and executive support.
Duties and Responsibilities
- Takes and relays messages and coordinates with other administrative assistants
- Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
- Orders and inventories department office supplies as needed. Monitors expenditures.
- Prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
- Maintains calendar for department.
- Follows established procedures and guidelines, with limited opportunity to exercise independent judgement.
- Participates in special projects and performs other duties as assigned.
Qualifications
- Minimum of two years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting.
- High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred.
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
- Minimum of two years administrative or secretarial experience, preferably in a medium to large corporate department
- High school diploma or equivalent combination of training and experience
- Associate's degree or Secretarial School degree
- Experience managing complex calendars and scheduling for senior leaders
- Strong attention to detail, sound judgment, and strong communication skills
- Ability to prepare memos, correspondence, reports, meeting minutes, and presentations
- Experience coordinating meetings, travel arrangements, and ordering supplies
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.
-
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.
-
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.
-
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.
