Executive Assistant to the MD of International

Vanguard

London, Walbrook

Executive Assistant to the MD of International

Role Purpose
This Executive Assistant (EA) role will be supporting the Managing Director for International (Senior Staff) providing high-level administrative support, ensuring seamless daily operations, effective time management, and efficient coordination of priorities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced environment. The role will also be reporting to and supporting the Chief of Staff with ad-hoc project work/support as highlighted below.
Key Responsibilities include:
Executive Support

• Manage complex calendars, scheduling meetings, and prioritizing appointments based on business needs.
• Handle confidential correspondence, emails, and calls, ensuring prompt and professional communication.
• Prepare and edit documents, reports, presentations, and meeting materials
• Coordinate domestic and international travel arrangements, including visas, accommodation, and itineraries.
• Serve as a gatekeeper, filtering requests and ensuring the executive’s time is used effectively.

Meeting & Event Coordination

• Plan, organize, and facilitate meetings, including agenda preparation, note-taking, and follow-ups.
• Arrange internal and external events, Owns and manages the agenda development for ILT offsites working with other markets and the CoS, and leadership team engagements.
• Liaise with key stakeholders to ensure smooth execution of meetings and events.
   

Operational & Project Support

• Assist with strategic projects, providing administrative and logistical support.
• Conduct research and compile insights to support decision-making.
• Monitor and track action items, ensuring deadlines are met.
• Support budget management, expense processing, and vendor coordination.

Stakeholder & Communication Management

• Act as the first point of contact for internal and external stakeholders, representing the executive professionally.
• Build and maintain strong relationships with key business partners and teams.
• Draft and distribute communications on behalf of the MD for International

Office & Team Support

• Assist in onboarding new team members, ensuring they have necessary resources.
• Champion Vanguard culture and employee engagement initiatives.

Key Skills & Experience

Essential:

• Proven experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role.
• Strong organizational and time management skills, with the ability to prioritize effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams, Zoom, Slack, etc.).
• High level of discretion and professionalism in handling confidential information.
• Strong problem-solving skills and a proactive approach to challenges.
• Ability to build relationships and collaborate across teams.

Desirable:

• Experience in financial services or a corporate environment.
• Familiarity with project management tools and techniques.

Key Competencies

• Attention to Detail – Ensures accuracy and thoroughness in tasks.
• Adaptability – Thrives in a dynamic, fast-paced environment with changing priorities.
• Initiative – Takes proactive steps to support the executive and anticipate needs.
• Collaboration – Works effectively with internal and external stakeholders.
• Resilience – Maintains professionalism under pressure.