Administrative Associate

Administrative Associate

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locations

Malvern, PA

Charlotte, NC

Dallas/Ft. Worth, TX

Scottsdale, AZ

time type

Full time

posted on

Posted Yesterday

time left to apply

End Date: October 27, 2026 (3 days left to apply)

job requisition id

183163

Responsibilities:

• Manage complex calendars for multiple leaders, prioritizing competing requests, coordinating schedules, and exercising sound judgment to ensure effective use of executive time.

• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.

• Follows established procedures and guidelines, with opportunity to exercise independent judgement. Provides guidance to lesser experienced administrative staff.

• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.

• Maintains calendar for department and leader.

• Orders and inventories department office supplies as needed. Monitors expenditures.

• Edits, formats, and produces various types of documents with attention to detail.

• Performs data entry and maintains both paper and electronic filing/archiving systems.

• Supports individual team members with diary management and scheduling.

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

Qualifications:

• Minimum of three 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 Secretarial School degree preferred.

• Proven experience supporting multiple executives simultaneously.

• Demonstrated success managing complex calendars across multiple time zones.

• Experience coordinating extensive travel for executives or sales leaders.

• Exceptional organizational skills and attention to detail.

• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel.

• Ability to work independently, prioritize multiple demands, and adapt quickly to changing priorities.

Preferred Qualifications:

• Experience supporting sales, distribution, wealth management, financial services, or client-facing leadership teams.

• Experience supporting senior leaders with frequent travel schedules and complex itinerary management.

• Experience coordinating large meetings, leadership events, and external client engagements.

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.