Administrative Associate
Vanguard•22h ago
United StatesHybridFull-timeEntry Level2+ yrs exp
- We are seeking a highly organized, proactive Administrative Assistant to provide dedicated support to members of our senior leadership team. This role plays a critical part in enabling leadership effectiveness by managing day-to-day operations, coordinating logistics
- ensuring a seamless experience for internal and external stakeholders. The ideal candidate is detail-oriented, adaptable
- thrives in a fast-paced environment where priorities can shift quickly. This role offers strong exposure to senior leadership, opportunities to build cross-functional relationships
- the ability to contribute to a high-performing team. Duties and Responsibilities 1. Work in a confidential, highly responsive relationship with the executive leadership team to:
- Arrange and manage logistics for departmental meetings and conferences
- Prepare materials for team meetings
- Maintain calendars; organize and schedule appointments
- Coordinate travel for arrangements for senior leaders
- Prepare reports and presentations
- Manage site visitors
- Act as the point of contact for internal and external clients/vendors
- Assist with tracking maintaining departmental expenses
- Assist with training and peer coaching
- Provide backup coverage for other department admins during PTO
- Provide on-site coverage for visiting Principals
- Proactively engage Admin Supervisor to take on additional responsibilities for the benefit of the broader Self-Directed Departments. 2. Participates in special projects and performs other duties as assigned. Qualifications Minimum of two years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting. High school diploma or an equivalent combination of training and experience
- Associate's degree or Bachelor degree preferred. Strong organizational, time management, and prioritization skills Exceptional attention to detail and follow-through Ability to manage multiple priorities and adapt to changing business needs Strong interpersonal and communication skills across all levels of an organization Demonstrated ability to handle sensitive and confidential information with discretion 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.