Administrative Associate

Administrative Assistant

We are seeking a highly organized, proactive Administrative Assistant to provide dedicated support to members of our senior leadership team. This role plays a critical part in enabling leadership effectiveness by managing day-to-day operations, coordinating logistics, and ensuring a seamless experience for internal and external stakeholders.

The ideal candidate is detail-oriented, adaptable, and thrives in a fast-paced environment where priorities can shift quickly. This role offers strong exposure to senior leadership, opportunities to build cross-functional relationships, and the ability to contribute to a high-performing team.

Duties and Responsibilities

1. Work in a confidential, highly responsive relationship with the executive leadership team to:

• Arrange and manage logistics for departmental meetings and conferences
• Prepare materials for team meetings
• Maintain calendars; organize and schedule appointments
• Coordinate travel for arrangements for senior leaders
• Prepare reports and presentations
• Manage site visitors
• Act as the point of contact for internal and external clients/vendors
• Assist with tracking maintaining departmental expenses
• Assist with training and peer coaching
• Provide backup coverage for other department admins during PTO
• Provide on-site coverage for visiting Principals
• Proactively engage Admin Supervisor to take on additional responsibilities for the benefit of the broader Self-Directed Departments.

2. Participates in special projects and performs other duties as assigned.

Qualifications

• Minimum of two years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting.
• High school diploma or an equivalent combination of training and experience; Associate's degree or Bachelor degree preferred.
• Strong organizational, time management, and prioritization skills
• Exceptional attention to detail and follow-through
• Ability to manage multiple priorities and adapt to changing business needs
• Strong interpersonal and communication skills across all levels of an organization
• Demonstrated ability to handle sensitive and 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 missionwe'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.