Administrative Associate

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

Provides administrative support to a department and senior leader (MD-1).

Role Summary

This role provides administrative support to a department and senior leader (MD-1). This role also involves tasks such as document editing, formatting, and archiving to support individual or team-based operational needs.

Core Responsibilities

1. Answers telephones, takes and relays messages, and coordinates continuous telephone coverage with other administrative assistants.
2. Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
3. Follows established procedures and guidelines, with opportunity to exercise independent judgement. Provides guidance to lesser experienced administrative staff.
4. Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
5. Maintains calendar for department and leader.
6. Orders and inventories department office supplies as needed. Monitors expenditures.
7. Participates in special projects and performs other duties as assigned.
8. Edits, formats, and produces various types of documents with attention to detail.
9. Performs data entry and maintains both paper and electronic filing/archiving systems.
10. Supports individual team members with diary management and scheduling.

Qualifications and Skills

• Minimum of three years administrative or related 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 related degree preferred.
• Good to have skills in calendar management, travel coordination, meeting planning, documentation, data entry, and internal/external communication.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.
• Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
• Ability to multitask and handle confidential information with discretion.
• Professional demeanor and the ability to work independently or as part of a team.

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.