Administrative Associate

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

Provides administrative support to a department, operating under direct supervision.

Support the mission. Empower the team. Grow your career.  

At Vanguard, we’re on a mission—to stand for all investors, to treat them fairly, and to give them the best chance for investment success. And behind every successful team is someone who keeps the engine running: organized, proactive, and committed to excellence. 

If you thrive in a collaborative environment, enjoy bringing clarity to fast‑moving work, and take pride in supporting others, this role is your opportunity to make an impact from day one. 

As an Administrative Associate, you’re not just managing schedules—you’re creating the conditions for our leaders and teams to do their best work. Your support strengthens alignment, builds connection, and helps deliver exceptional results across the business. 

What You’ll Do  

Calendar & Scheduling  

Manage calendars, coordinate meetings, align logistics, and make sure leaders have what they need to show up prepared. 

Meeting Support  

Organize agendas, assemble materials, take simple notes, and ensure follow‑ups are tracked and closed. 

Team Coordination  

Support team routines, events, onboarding, and communication flow across the group. 

Document & Communication Support  

Create and update basic documents, slides, and communications. 

Manage distribution lists and ensure information moves clearly and timely. 

Administrative Operations  

Support travel bookings, expense reports, purchase requests, and general administrative tasks that maintain smooth operations. 

Organizational Stewardship  

Maintain shared files, team sites, reference materials, and act as a trusted point of continuity across the department. 

What You Bring  

• Strong organizational skills and exceptional attention to detail 

• Clear, professional written and verbal communication 

• Ability to prioritize in a fast‑moving environment 

• Proficiency in Microsoft Office and collaboration tools (Outlook, Teams, SharePoint) 

• Good judgment, confidentiality, and a proactive, team‑oriented approach 

Why Vanguard  

You’ll get to partner closely with leaders, build relationships across the business, and gain a holistic view of how teams work together to fulfill our mission. Internal descriptions note this role as a  high‑visibility, high‑impact opportunity with exceptional networking potential and exposure to senior leadership. 

You’ll be joining a team that values: 

• Purpose-driven work 

• Collaboration and trust 

• Continuous learning and development 

• A balanced, supportive work environment 

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.