As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our Product and Portfolio Strategy team. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, and providing top-notch administrative support. This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism.

Key Responsibilities:

• Calendar Management: Maintain a complex and ever-changing calendar- across time zones, proactively rearranging and rescheduling meetings based on priorities.

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

• Expense Management: Manage expense reports and order/inventory department office supplies as needed.

• Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.

• Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.

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

• Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.

• Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).

• Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.

• Special Projects: Participate in special projects and perform other duties as assigned.

Qualifications:

• Experience: Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization. 

• Education: High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred.

• Skills:

  • Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.

  • Proficiency with Microsoft Office products.

  • Strong organizational and interpersonal skills.

  • Ability to take direction, be adaptable, and balance multiple priorities.

  • A positive and collaborative demeanor.

  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.

  • Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.

  • Ability to multitask and handle 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.