Are you ready to be the backbone of our dynamic team? As an Administrative Associate supporting the leaders in the Office of Continuous Improvement, you'll play a crucial role in ensuring our operations run smoothly and efficiently, anticipating needs and proactively solving problems.

Highlights of our team:

• Members of this team can function cohesively and can complete tasks very quickly and seamlessly.  Being proactive and having strong problem solving skills is key
• This team is unique in OE and the admin team is streamlined to report to one leader and have the ability to receive consistent developmental feedback and coaching.

 

What benefits can you expect from this role:

• Exposure: This role offers the opportunity to work with and support the executive leadership team through a variety of tasks.
• Relationship Management: This role learns how to manage different audiences and how to confidently influence and execute decisions.

 

Successful candidates for this role will:

• Be able to quickly adapt and respond to change and last-minute requests while managing expectations of leadership team while remaining positive
• Have strong attention to detail, time management, and ability to shift priorities of different tasks when needed
• Excel in relationship management in order to build strong effective relationships with those they are supporting
• Possess problem solving skills, a positive attitude, and be a team player

 

Duties and Responsibilities

1. Work in a confidential, highly responsive relationship with the senior 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 S&OE Departments.

2.  Follows established procedures and guidelines, with limited opportunity to exercise independent judgement.

3.  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.

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.