Administrative Associate
Vanguard•3h ago
United StatesHybridFull-timeEntry Level3+ yrs exp
As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our department. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, and providing top-notch administrative support.
This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism
Key Responsibilities
- Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
- Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
- Expense Management: Manage expense reports and order/inventory department office supplies as needed.
- Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
- 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 department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
- Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.
- Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).
- Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
- Special Projects: Participate in special projects and perform other duties as assigned
Qualifications
- Experience: Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.
- Education: High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred
Skills
- Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
- Proficiency with Microsoft Office products.
- 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, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace 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.
- This is an exciting opportunity to be part of a dynamic team where your contributions will make a significant impact.
- This role is for you if you are a motivated individual with a passion for administrative excellence and a desire to work in a collaborative environment.
- 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.
Required skills
Microsoft OfficeSharePointTeamsGoogle Workspace