Administrative Associate

hackajob is collaborating with Vanguard to connect them with exceptional professionals for this role.

This role provides proactive administrative and operational support to the Head of Middle Office Operations Europe and the wider leadership team, ensuring efficient day-to-day operations across a fast-paced, global environment.
The position also plays a key role in supporting the broader Fund Ecosystem (EIS) through coordination of events, stakeholder engagement, and office activities in Dublin and London.

This role provides proactive administrative and operational support to the Head of Middle Office Operations Europe and the wider leadership team, ensuring efficient day-to-day operations across a fast-paced, global environment.

The position also plays a key role in supporting the broader Fund Ecosystem (EIS) through coordination of events, stakeholder engagement, and office activities in Dublin and London.

Role Context

The Middle Office sits at the centre of Vanguard’s fund ecosystem—supporting the full trade lifecycle by administering investment transactions, managing investment data, and enabling effective decision-making across front and back-office teams. This role supports leadership operating within that environment, ensuring smooth coordination, communication, and execution.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars for the Head of Middle Office Operations Europe and leadership team
• Coordinate travel bookings, expenses, and logistics, including office/room arrangements while travelling
• Support prioritisation and scheduling of meetings across global stakeholders

Events & External Visitor Management

• Coordinate Fund Ecosystem events (e.g. Ask Me Anything sessions, crew appreciation events, leadership visits, offsites)
• Send invitations and manage attendance
• Arrange catering, logistics, and event setup
• Liaise with Office Management and Technology teams to ensure AV readiness
• Support external visitors
• Register guests with reception
• Coordinate logistics and catering
• Provide meet-and-greet support

Stakeholder Coordination & Communication

• Act as a central point of contact across Middle Office leadership, EIS teams, and administrative network
• Support scheduling across senior leaders for key initiatives
• Draft and coordinate internal communications as needed

EIS (Fund Ecosystem) Administration

• Attend and contribute to bi-weekly EIS Administrative Associate huddles
• Maintain and update EIS distribution groups
• Support crew engagement initiatives (e.g. swag distribution aligned with global teams)
• Partner with other administrators to align calendars and leadership availability

Office & Location Support (Dublin & London)

• Provide ad hoc operational support for the Dublin office
• Support and promote EIS-related communications and updates locally
• Assist with Dublin-based events and activities
• Provide support for London-based events, including room bookings and catering coordination

Core Skills Required

• Strong organisation and time management , with ability to handle multiple priorities
• Excellent communication skills , both written and verbal
• High attention to detail and execution quality

Core Abilities for Success

• Strong prioritisation and judgement in a fast-paced environment
• Effective stakeholder management , including senior leaders
• Adaptability and resilience under changing demands

Differentiators (Nice-to-Have)

• Experience supporting senior leadership in a corporate or financial services environment
• Basic understanding of investment operations or the fund lifecycle
• Strong executive presence and professionalism
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Teams)
• Ability to support project coordination and cross-team initiatives
• Proactive mindset with a focus on anticipating needs and solving problems

What Success Looks Like

A successful candidate will operate as a trusted partner to leadership , anticipating needs, enabling efficient operations, and ensuring seamless coordination across teams, events, and stakeholders within the Middle Office and wider Fund Ecosystem.

Special Factors

• Please note that Vanguard is not offering Visa Sponsorship for this position

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.