About Vanguard

More than 45 years ago, John C. Bogle had a vision to start an investment company that did things differently. A company with no external shareholders. Where all the profits were invested back into the business and used to lower costs. Evidently, it was as bold as it was brilliant. To this day, Vanguard Group still has no external shareholders. That means no share prices to protect, and no profits to generate for outside owners. 

Today, Vanguard is one of the world’s largest investment management companies, serving more than 50 million investors worldwide. For more than 25 years Vanguard Australia has been supporting individual investors, financial advisers, and superannuation members to achieve their long-term financial goals.

Our Team & Opportunity

Vanguard Australia is seeking an Executive Assistant to provide administrative support to an Executive, along with their divisional leadership Team (LT), enabling their effectiveness and success.

In this role you will act as a trusted partner to the LT, offering support and strategic perspective to help achieve business objectives.

The role also offers future career opportunities across the business which could include Executive Manager/Chief of Staff roles or other career pathways of interest.   

What you will be responsible for:

• Proactively anticipate the needs of your executive managing their schedule to optimize productivity and effectiveness. Ensure all logistical arrangements are made in advance.
• Develop a deep understanding of the business and the executive’s priorities. Leverage this knowledge to provide informed support and advice, anticipating future needs and challenges.
• Supports the executive and divisional Chief of Staff with preparing memos, correspondence, reports, meeting minutes, presentations and other material and collateral (ie divisional updates, quarterly business updates).
• Supports the executive and key stakeholders with managing the relationship with the board of directors to enable successful board meetings.  
• Helps coordinate team connection points including LT meetings, planning sessions, offsite, townhalls.
• Follows up on open tasks with LT to ensure timely completion.
• Maintain contact with divisional leaders internally. Relays messages, whilst interfacing regularly with key stakeholders.
• Maintains calendar for executives, and LT members where required, schedule meetings, coordinates documentation and tracks attendance.
• Travel coordination and arrangements and order refreshments if necessary.
• Reconcile credit card expenses and process expense claims on behalf senior leader and their LT
• Manage the procurement process for the full teams (processing of invoices/purchase orders)
• Follow and establish procedures and guidelines, with opportunity to exercise independent judgement.
• Provides guidance to lesser experienced administrative staff.
• Other ad hoc tasks as required.

What we are looking for

• Proven experience as an Executive Assistant or similar role, with a track record of supporting senior leaders.
• Positive ‘can do’ attitude with excellent communication skills, both written and verbal. Can effectively interact with a diverse group of stakeholders.
• Experience with supporting board relations and administration highly valued.
• Proficiency in Microsoft OneNote and other Microsoft Office applications.
• Strong organizational skills with a keen ability to anticipate needs and manage multiple priorities.
• Demonstrated ability to think strategically and manage complex scheduling and logistical challenges.
• A proactive and solution-oriented mindset with a strong commitment to delivering high-quality support.
• High level of discretion and confidentiality in handling sensitive information.

Inclusion Statement

Vanguard’s continued commitment to diversity and inclusion is firmly rooted in our culture. Every decision we make to best serve our clients, crew (internally employees are referred to as crew), and communities is guided by one simple statement: “Do the right thing.”

We believe that a critical aspect of doing the right thing requires building diverse, inclusive, and highly effective teams of individuals who are as unique as the clients they serve. We empower our crew to contribute their distinct strengths to achieving Vanguard’s core purpose through our values.

When all crew members feel valued and included, our ability to collaborate and innovate is amplified, and we are united in delivering on Vanguard’s core purpose.

Our core purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.

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.

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.