We’re looking for a proactive, detail-oriented professional who thrives in a fast-paced environment. You bring excellent communication skills, a knack for scheduling and logistics, and the ability to manage multiple priorities with grace.
You’ll be part of an Administrative Assistant team that values collaboration, precision, and service excellence. Your work will help ensure that our leaders and teams stay focused and productive.
This role is a gateway to developing deeper administrative expertise and offers exposure to cross-functional teams and senior leadership. Join a team where your contributions are valued, your growth is supported, and your impact is felt.
Core Responsibilities
- 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 and reports expenditures.
- Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
- Maintains calendar for department.
- Participates in special projects and performs other duties as assigned.
- Effectively represent Chief Data & Analytics Office (CDAO) and its leaders efficiently with a consistently high level of professionalism.
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.
- Excellent communication skills and professional presence
- Proficiency in Microsoft Teams, Outlook Calendar for scheduling and communication.
- Demonstrated ability to plan travel and manage expense reporting effectively.
Preferred skills
Experience with the following tools and platforms will enhance your success in this role:
- Tableau – for data visualization and reporting
- Microsoft Excel – for data organization and analysis
- Microsoft PowerPoint – for creating polished presentations
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.
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 of administrative or secretarial experience
- High school diploma or equivalent combination of training and experience
- Excellent communication skills and professional presence
- Proficiency in Microsoft Teams
- Proficiency in Outlook Calendar for scheduling and communication
- Ability to plan travel and manage expense reporting effectively
- Associate's degree or Secretarial School degree
- Experience with Tableau
- Experience with Microsoft Excel
- Experience with Microsoft PowerPoint
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.
