Administrative Associate

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

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.

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 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.