Administrative Associate
Vanguard•21h ago
United StatesHybridFull-time
Key Responsibilities
- Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
- Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
- Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
- Expense Management: Manage expense reports and order/inventory department office supplies as needed.
- Travel Coordination: Maintain travel arrangements and reimbursement support.
- Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and stakeholders from other divisions.
- 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.
- Ability to take direction, be adaptable, and balance multiple priorities across different leaders.
- Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
- Ability to multitask and handle confidential information with discretion.
- Strong organizational and interpersonal skills.
- A positive and collaborative demeanor.
- Resourcefulness and proactiveness, always seeking to improve and identifying opportunities to contribute more.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and tools such as SharePoint and Teams.
- 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.