Administrative Associate

As an Administrative Associate, you will play an essential role in supporting the smooth operation of our leadership team and key stakeholders.  Your responsibilities will include managing complex schedules, processing expense reports, coordinating events and travel, and delivering high-quality administrative support. This role requires a proactive, detail-oriented individual who can make rational decisions independently and represent the organization with professionalism.  

Key Responsibilities: 

• Calendar Management:  Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities. 
• Expense Management:  Manage and process expense reports accurately and efficiently, ensuring compliance with company policies.
• Meeting Preparation:  Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials. 
• Professional Representation:  Represent the organization with a consistent and high level of professionalism, interacting with senior leaders and employees at all levels. 
• Travel Coordination: Manage travel arrangements, including international travel, supplying required documents, and assisting with needed materials. 
• Reception and Office Administration support: Support front desk and office admin duties as required, providing reception coverage during absences or peak periods.
• Communication:  Maintain distribution lists and provide accurate, complete, and timely management of email messages and other communications. 
• Special Projects:  Participate in special projects and perform other duties as assigned. 

Qualifications: 

• Experience: Proven experience providing comprehensive administrative support of at least 3 years, preferably in a medium to large size organization and within the financial services industry. 
• Education:  Post-secondary education preferably in Business Administration, Office Administration, or related field.
• Skills: 
  • Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment. 
  • Strong organizational and interpersonal skills. 
  • Ability to take direction, be adaptable, and balance multiple priorities. 
  • A positive and collaborative demeanor. 
  • Proficient in Microsoft Office Suite (Outlook, Teams, Word, Excel,). Concur is a plus. 
  • Strong time management, attention to detail, organizational skills, and verbal/written communication are essential. 
  • Ability to multitask and handle confidential information with discretion. 

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.