Administrative Associate - Personal Wealth CXD Enablement team
Vanguard•20h ago
United StatesHybridFull-time
Looking for a highly organized, proactive professional who thrives behind the scenes and keeps teams running smoothly. As an Administrative Associate, you'll be a trusted partner to leaders, managing calendars, coordinating meetings and travel, preparing presentations and communications, and supporting key team initiatives
Responsibilities
- Answers telephones, takes and relays messages, and coordinates continuous telephone coverage with other administrative assistants.
- Schedules meetings, coordinate's location, notifies parties, and tracks attendance.
- Makes travel arrangements and orders refreshments if necessary.
- Follows established procedures and guidelines, with opportunity to exercise independent judgement.
- Provides guidance to lesser experienced administrative staff.
- Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
- Maintains calendar for department and leader.
- Orders and inventories department office supplies as needed.
- Monitors expenditures.
- Participates in special projects and performs other duties as assigned
Qualifications
- Minimum of three years’ administrative or related experience, preferably in a medium-to-large department in a corporate setting.
- High school diploma or an equivalent combination of training and experience; Associate's degree or related degree preferred.
- Good to have skills in calendar management, travel coordination, meeting planning, documentation, data entry, and internal/external communication.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint and Teams.
- Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
- Ability to multitask and handle confidential information with discretion.
- Demonstrated problem-solving skills and the ability to exercise sound judgment in a fast-paced environment.
- Professional demeanor and the ability to work independently or as part of a team.
- 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.