Administrative Associate
The Vanguard Group
Administrative Associate
Apply (
locations
Malvern, PA
time type
Full time
posted on
Posted 6 Days Ago
job requisition id
178410
Overview:We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) in Enterprise Data Architecture and Engineering. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities, and furthering the organization’s mission of crafting data strategies that power Vanguard’s business and AI ambitions, define enterprise architecture, and build and operate world-class platforms that deliver an exceptional experience to our clients.
Key Responsibilities:
Calendar Management: Maintain a complex and ever-changing calendar, resolving conflicts proactively and rearranging meetings based on priorities.
Event Coordination: Organize and coordinate large meetings and events, (e.g., town halls, leadership sessions), including logistics and catering.
Location Strategy: schedule meetings efficiently, ensuring appropriate travel time and logistics across locations. Ensure all resources (rooms, attendees, technology) are updated accordingly.
Travel Coordination: Plan and execute travel arrangements including international travel with required documentation, visas, vaccinations, etc.
Own the onboarding and offboarding workflow of new contractors
Qualifications:
Strong organizational and prioritization skills in a fast-paced environment
High attention to detail and ability to anticipate needs
Deep understanding of Executive Leadership cadence and presence
Excellent communication and problem-solving skills
Ability to work independently while collaborating across teams
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, Co-Pilot
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.
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