Administrative Associate

What You’ll Do:

• Calendar Management: Manage a dynamic, complex calendar across multiple time zones. Proactively prioritize, schedule, and adjust meetings to optimize time and effectiveness.
• Travel & Event Coordination: Arrange travel logistics and prepare meeting spaces. Plan and execute on-site and offsite events, including multi-day sessions.
• Operational Support: Manage executive conference room bookings, assist with alternate space arrangements, and monitor office supply inventory.
• Meeting Preparation: Ensure meetings are fully prepared by reviewing schedules, coordinating attendees, and organizing materials in advance.
• Communication Excellence: Handle phone and email correspondence with professionalism and precision. Maintain and update department distribution lists.
• Expense Management: Prepare and submit expense reports promptly and accurately.
• Professional Representation: Serve as a liaison with senior leaders and external partners, demonstrating discretion, sound judgment, and professionalism.
• Special Projects: Contribute to department initiatives and take on additional responsibilities as needed.

What We’re Looking for:

• Proven experience as an Executive Assistant or in a senior administrative role supporting leadership.
• Exceptional organizational and time-management skills with the ability to juggle multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to work independently and collaboratively in a fast-paced, dynamic environment.
• High level of professionalism, discretion, and sound judgment.

Special Factors

Sponsorship

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.