Project Contractor

Project Coordinator

London/ Hybrid

 

Job Description

The Business Project Coordinator (BPC) plays a critical role in supporting the Enterprise Client team by delivering high-quality communications, strategic guidance, and comprehensive administrative assistance. This position ensures effective client engagement, timely communication with internal stakeholders, and efficient management of day-to-day operations. Key responsibilities include optimising time management, coordinating travel, and managing projects, events, and international team communications.

The BPC partners closely with both the Enterprise Client team and the Chief of Staff for International and, providing support for cross-regional initiatives, overseeing enterprise-level communication channels, facilitating client insight activities, and streamlining global leadership coordination.

Success in this role requires strong written and verbal communication abilities, outstanding organisational skills, discretion, professionalism, senior stakeholder management expertise, and the capacity to manage multiple priorities within a fast-paced, globally interconnected environment.

Responsibilities

Key Responsibilities/ Job Description

1. Stakeholder & Communication Management

• Serve as the primary contact for both internal and external stakeholders, representing the Head of Enterprise Client and the wider team with professionalism.
• Foster strong working relationships with key partners across the UK, Europe, Latin America, Asia-Pacific, and other international regions.
• Develop, draft, format, and distribute communications on behalf of the Head of Enterprise Client/EC team, ensuring clarity and alignment with global messaging.
• Collaborate with the Chief of Staff for International to coordinate communication flows and maintain consistent messaging across all markets.

2. International Communications & Social Strategy Support

• Contribute to the development of internal and external communications targeting international audiences, including preparing talking points, messaging, and updates for leadership.
• Distribute regular updates to internal stakeholders regarding Enterprise Client information.
• Edit documents, reports, presentations, briefing materials, and client-facing content as required.
• Assist in managing executive social media presence (e.g., LinkedIn), including drafting content, organising approvals, and monitoring engagement metrics.

3. Administrative Team Support

• Ensure meetings are effectively planned and executed, with thorough preparation.
• Manage confidential correspondence, emails, and calls with promptness and professionalism, including liaising with key client contacts.
• Deliver outstanding client experiences during meetings and events through personalised service and exceptional logistics.
• Coordinate complex calendars across multiple time zones, prioritising appointments in line with global business requirements.
• Oversee domestic and international travel arrangements, including visas, accommodation, itineraries, and logistical details.
• Act as a gatekeeper to ensure the Enterprise Client team’s time is allocated efficiently.
• Facilitate onboarding for new team members, ensuring appropriate resources and information are provided for their success.
• Champion Vanguard’s culture, values, and employee engagement initiatives within the Enterprise Client organisation.

4. Operational & Project Support

• Provide administrative, analytical, and logistical assistance for strategic projects.
• Conduct research and compile actionable insights to inform decision-making, including the preparation of client profiles and market intelligence packs.
• Manage workflows to ensure priorities and deadlines are consistently met across the organisation.
• Liaise with regional communications teams to ensure voice, tone, and strategic objectives are aligned.

5. Client Insight & Profile Management

• Gather, update, and maintain detailed client profiles, relationship histories, and account intelligence to enhance enterprise-level engagement.
• Work collaboratively with international client teams to collate insights, activity summaries, and preparatory materials for senior client interactions.
• Guarantee briefing materials and client information are precise, comprehensive, and well-prepared ahead of key engagements.

6. Meeting & Event Coordination

• Plan, organise, and support meetings, including agenda development, minute-taking, action tracking, and follow-up activities.
• Coordinate leadership meetings, forums, and engagement sessions across multiple regions.
• Develop agendas and supporting materials for leadership interactions in partnership with Chiefs of Staff.
• Maintain effective communication with a diverse range of stakeholders worldwide to ensure seamless event execution.

Key Skills & Experience

Essential:

Demonstrated excellence in written and verbal communication, with experience drafting professional and executive communications.

Proven track record in communications, social media management, and stakeholder engagement.

Superior organisational and time-management skills, with the ability to manage multiple workstreams effectively.

Strong relationship-building capabilities with senior stakeholders and multi-regional teams.

Experience as an Executive Assistant, Personal Assistant, or in a similar high-level support function.

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaborative tools (Teams, Zoom, Slack).

High degree of discretion, confidentiality, and professionalism.

Strong problem-solving aptitude with a proactive, solutions-driven mindset.

Experience supporting senior leadership in international markets.

Desirable:

Background in financial services or a corporate environment.

Experience producing client profiles, briefing documentation, or market insights.

Key Competencies

Communication Excellence: Produces clear, engaging, and professional communications tailored for global audiences.

Attention to Detail: Maintains high standards of accuracy, clarity, and thoroughness.

Adaptability: Excels in dynamic, fast-paced environments with changing priorities.

Initiative: Proactively anticipates needs and supports the Head of Enterprise Client and Chiefs of Staff.

Collaboration: Works effectively with diverse internal and external stakeholders across multiple geographies.

Special Factors

Vanguard is not offering visa sponsorship for this position

This position is hybrid and would require you to be in our London office three days per week

Why Vanguard?

Vanguard is a different kind of investment company. It was founded in the United States in 1975 on a simple but revolutionary idea: that an investment company should manage its funds solely in the interests of its clients.

This is a philosophy that has helped millions of people around the world to achieve their goals with low-cost, uncomplicated investments.

It's what we stand for: value to investors.

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: 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.