Vanguard is the only company built for investors, fueled by a distinct core purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success. The Global Risk & Security (GR&S) Division enables Vanguard's business strategy, protects Vanguard's clients, crew and assets, and stewards a risk-smart culture at Vanguard. Our teams leverage enterprise-wide insights, deep expertise, and trusted advice so that leaders and crew across Vanguard can drive faster, stronger, risk-informed decisions.

About the Role

We’re looking for a proactive and tech-savvy Administrative Associate to join our team. This entry-level position is ideal for recent graduates who are eager to contribute to a dynamic workplace and leverage modern tools to streamline operations. You will have the opportunity to provide support to Vanguard's senior leaders and their broader departments. The ideal candidate for this position will be a problem solver with excellent communication skills and the ability to multitask and manage complex schedules.

Working at Vanguard presents opportunities to make a difference every day. Add your unique experience to the mix and see what it’s like to change an industry with us!

[The base salary in this role is $40,000 - $70,000- determined by skills and experience]

Key Responsibilities

• Calendar Management: Schedule meetings, organize events, and track attendance to keep our department and leaders on track.
• Travel Coordination: Arrange travel plans and ensure refreshments are ordered when needed.
• Procedure Adherence: Follow established guidelines with precision, while exercising independent judgment when appropriate.
• Team Support and Office Management: Monitor and order office supplies, monitor expenditures. Manage desk assignments and maintain department distribution lists
• Document Preparation: Create correspondence, reports, meeting minutes, presentations, and other written and visual materials.

• Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.

• Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.

What You Bring to the Table

• Education: High school diploma or equivalent required; Associate degree or related field preferred.
• Experience: 1–2 years of administrative or related experience, ideally in a medium to large organization. Internship or campus leadership experience will be considered.
• Technical Skills: Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with collaboration tools like Teams, SharePoint, or scheduling platforms is a plus.
• Organizational Skills: Strong ability to stay organized and manage multiple priorities with attention to detail.
• Interpersonal Skills: Excellent ability to take direction, be adaptable, and collaborate positively with others.

Preferred Attributes

• Comfort with next-generation technology and digital tools.
• Curiosity and willingness to learn new systems and processes.
• A service-oriented mindset with a proactive approach to problem-solving.

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.