Overview:
We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) in Enterprise Data Architecture and Engineering. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities, and furthering the organization’s mission of crafting data strategies that power Vanguard’s business and AI ambitions, define enterprise architecture, and build and operate world-class platforms that deliver an exceptional experience to our clients.
Key Responsibilities:
- Calendar Management: Maintain a complex and ever-changing calendar, resolving conflicts proactively and rearranging meetings based on priorities.
- Event Coordination: Organize and coordinate large meetings and events, (e.g., town halls, leadership sessions), including logistics and catering.
- Location Strategy: schedule meetings efficiently, ensuring appropriate travel time and logistics across locations. Ensure all resources (rooms, attendees, technology) are updated accordingly.
- Travel Coordination: Plan and execute travel arrangements including international travel with required documentation, visas, vaccinations, etc.
- Own the onboarding and offboarding workflow of new contractors
Qualifications:
- Strong organizational and prioritization skills in a fast-paced environment
- High attention to detail and ability to anticipate needs
- Deep understanding of Executive Leadership cadence and presence
- Excellent communication and problem-solving skills
- Ability to work independently while collaborating across teams
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, Co-Pilot
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
- Strong organizational and prioritization skills
- High attention to detail and ability to anticipate needs
- Understanding of Executive Leadership cadence and presence
- Excellent communication and problem-solving skills
- Ability to work independently while collaborating across teams
- Proficient in Microsoft Office Suite
- Familiarity with office productivity tools
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.
