Administrative Associate: Wealth Management, Personal Wealth Division

About the Role

We are seeking a highly capable Administrative Associate to support a Senior Leader within the Personal Wealth Division (Wealth Management). This role goes beyond traditional administrative support and is best suited for someone who thrives as a strategic partner, project manager, and trusted advisor to executive leadership.

The successful candidate will function as a de facto Chief‑of‑Staff, helping drive priorities forward, anticipate needs, and ensure operational excellence across a fast‑paced, high‑visibility business. This is a high‑impact role supporting a leader responsible for a significant portion of the Wealth Management Advice organization.

What You’ll Do

This role combines executive support with strategic coordination and project ownership.

Strategic & Executive Partnership

• Serve as a trusted partner to senior leadership, proactively identifying needs, risks, and priorities
• Anticipate upcoming deliverables and prompt action (e.g., leadership meetings, skip‑level interviews, planning cycles)
• Operate with sound judgment and discretion in a highly visible executive environment

Project & Program Management

• Own planning and execution for leadership meetings, offsites, and on-site meetings
• Develop agendas, coordinate inputs across teams, track follow‑ups, and ensure readiness
• Help sequence work, manage timelines, and keep initiatives moving forward

Advanced Administrative Support

• Manage complex, executive‑level calendars and coordinate across other admins
• Independently resolve scheduling conflicts and logistics
• Prepare leaders for meetings with accurate, timely materials

Executive Communications & Presentations

• Create and refine executive‑level PowerPoint presentations
• Partner with the leader on messaging, flow, and content for leadership audiences
• Ensure materials are polished, accurate, and ready for senior consumption

Tools & Operations

• Manage expenses and administrative workflows (e.g., Concur)
• Leverage Microsoft Office at an advanced level
• Adopt new tools and AI‑enabled workflows as they are introduced across the enterprise

Must‑Have Capabilities

✅ Senior executive administrative experience in a large corporate setting.
✅ Strong project management ownership (agendas, timelines, coordination, follow‑through)
✅ Strategic mindset – able to think ahead, challenge priorities, and operate as a thought partner
✅ Advanced PowerPoint skills with experience creating executive and leadership presentations
✅ Expert calendar management in a complex, fast‑moving environment
✅ Proven ability to work independently, exercise judgment, and manage ambiguity
✅ High level of professionalism, organization, resilience, and executive presence

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.