Administrative Associate- Enterprise Client Group

Administrative Associate- Enterprise Client Group

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locations

Malvern, PA

time type

Full time

posted on

Posted 8 Days Ago

time left to apply

End Date: June 6, 2026 (2 days left to apply)

job requisition id

176538

About the Enterprise Client Group (ECG):

The Enterprise Client Group (ECG) is Vanguard’s dedicated team of Relationship Executives and Strategists focused on serving our largest and most strategically important clients—plan sponsors, intermediaries, wealth managers, and service providers. ECG operates at an enterprise level, connecting capabilities across divisions, surfacing firm-wide opportunities, and removing barriers to collaboration to deliver a seamless, integrated experience to clients.

This approach enables us to co-create tailored solutions, anticipate client needs, and deliver differentiated value in a competitive marketplace. At the heart of this work, our goal is to strengthen senior leader connectivity, build strategic partnerships with our clients, and share insights across firms to help them achieve their objectives.

About Strategic Enablement:

The Strategic Enablement team sits at the heart of ECG’s mission, driving strategic initiatives and supporting high-impact client engagements. This group works closely with senior leaders and cross-functional teams to turn client priorities into actionable outcomes, facilitate executive readiness, and ensure that Vanguard’s most important clients benefit from our best thinking and capabilities.

Responsibilities:

Enterprise & Cross‑Team Coordination

• Serve as a connective partner across multiple administrative teams at Vanguard, coordinating seamlessly with other admins to support shared leaders, client engagements, and enterprise initiatives, even when ownership or decision rights are unclear.

• Navigate ambiguity with confidence—proactively clarifying next steps, escalating appropriately, and ensuring work moves forward without friction or duplication.

On-campus Client Meeting Support

• Manage complex calendars and meeting logistics for senior leaders and client-facing teams, including scheduling across time zones, securing meeting space, coordinating attendees, and tracking participation.

• Support high-touch client events and visits, including reserving meeting or visit space, ordering catering, coordinating A/V and room setup, and managing day-of logistics to deliver a polished client experience.

• Partner with facilities, food services, security, and technology teams to ensure events run smoothly.

Client Travel & Expense Logistics

• As needed, coordinate end-to-end travel logistics, including booking flights, trains, hotels, ground transportation, and ensuring compliance with Vanguard travel policies.

• Submit and track travel and business expense reports accurately and on time, resolving issues proactively.

Administrative & Operational Support

• Monitor office supplies and related expenses; support basic budget or spend tracking as needed.

• Contribute to special projects and evolving team needs in a fast-moving, enterprise environment.

Qualifications:

• Minimum of three years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting.

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

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About Us

Vanguard, one of the world's leading investment management companies, serves individual investors, institutions, employer-sponsored retirement plans, and financial professionals. We have a diverse and talented crew with a culture that promotes teamwork, along with an unwavering focus on serving our clients' best interests.

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