We are seeking a highly organized, proactive Administrative Associate to support a senior leader within our IT Division. This role requires an experienced executive support professional who thrives in a fast-paced, complex organization and serves as a trusted partner to leadership.
The ideal candidate anticipates needs before they arise, proactively manages competing priorities, and confidently navigates organizational complexity with professionalism and sound judgment. They remain calm under pressure, stay focused amid constant change and distractions, and can independently make decisions that keep priorities moving forward.
Key ResponsibilitiesCalendar Management- Proactively manage a complex and ever-changing executive calendar, anticipating and resolving conflicts before they arise.
- Independently prioritize and deconflict meetings based on business needs and leadership priorities.
- Optimize the leader's time by balancing strategic initiatives, operational responsibilities, and key stakeholder engagements.
- Organize and coordinate leadership meetings, town halls, offsites, and other events, including logistics, catering, and attendee management.
- Ensure meetings are purposeful, well-planned, and aligned with organizational objectives.
- Schedule meetings efficiently across different campus buildings, ensuring appropriate travel time, room availability, technology, and attendee logistics.
- Plan and execute domestic and international travel arrangements, including required documentation, visas, and itineraries.
- Process expense reports.
- Order office supplies and equipment as needed.
- Maintain department distribution lists.
- Participate in special projects and perform other duties as assigned.
- Proven experience supporting senior leaders in a large, matrixed organization.
- Exceptional calendar management and prioritization skills, with the ability to proactively make decisions and manage competing demands.
- Strong executive presence, maturity, discretion, and professionalism.
- Ability to remain calm, composed, and solutions-oriented in a fast-paced environment.
- Demonstrated ability to understand organizational priorities and navigate complex leadership dynamics.
- Highly organized with exceptional attention to detail and follow-through.
- Self-directed, focused, and able to maintain productivity despite frequent interruptions and changing priorities.
- Excellent communication, relationship-building, and problem-solving skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools including Teams, SharePoint, and Copilot.
Ideal Candidate
A proactive, strategic thinker who consistently looks ahead, exercises sound judgment without needing detailed direction, and provides a steady, dependable presence while supporting senior leadership.
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
- Proven experience supporting senior leaders in a large, matrixed organization
- Exceptional calendar management and prioritization skills
- Ability to proactively make decisions and manage competing demands
- Strong executive presence, maturity, discretion, and professionalism
- Ability to remain calm, composed, and solutions-oriented in a fast-paced environment
- Ability to understand organizational priorities and navigate complex leadership dynamics
- Highly organized with exceptional attention to detail and follow-through
- Self-directed, focused, and able to maintain productivity despite frequent interruptions and changing priorities
- Excellent communication, relationship-building, and problem-solving skills
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
- Proficiency with Microsoft Teams, SharePoint, and Copilot
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.
