Administrative Assistant

Do you excel at bringing clarity, structure, and foresight to ever-evolving environments? We are seeking an Administrative Associate who thrives on creating order from complexity, safeguards confidentiality, and builds trusted relationships across all levels.

In this role, you’ll shape each day for maximum impact—strategically organizing meetings, aligning schedules to priorities, and ensuring your leader is prepared with the right context and materials. You’ll anticipate needs, follow through on key actions, and manage time and information with care.

As part of the Global Investment and Finance Systems (GIFS) team, you’ll handle sensitive matters with discretion and represent leadership with professionalism. Your ability to communicate clearly and manage stakeholders effectively will make you a valued partner in driving meaningful outcomes.

As an Administrative Associate, you will:

• Maintain a complex calendar, proactively and logically rearranging and rescheduling meetings as they are prioritized, ensuring your leaders’ day and week is organized for them to have maximum impact.
• Review the current and following week’s schedule and ensure that the person you are supporting is prepared, coordinating all appropriate team members / attendees with all required materials for meetings.
• Provide accurate, complete, and timely management of phone and email messages. Appropriately understanding the purpose of the requests and able to delegate- making rational decisions without direction.
• Quickly identify clients, their affiliates, and their emails appropriately.
• Effectively represent Global Investment and Finance Systems (GIFS) and its leaders efficiently with a consistently high level of professionalism.
• Advise and maintain frequent travel arrangements, including global and international. Supply required documents and assisting in all needed materials (vaccinations, etc.)
• Own executive conference room requests with the ability to rearrange and help other parties identify alternate conference spaces.
• Order and inventory department office supplies as needed. Monitors expenditures.
• Participate in special projects and perform other duties as assigned.

What it takes:

• Minimum of three years of administrative or related experience, preferably in a medium to large size organization
• High school diploma or an equivalent combination of training and experience; associate degree or related degree preferred.
• Strong organizational and interpersonal skills.
• Effective stakeholder management skills, ensuring effective communication and alignment with various internal and external parties.
• A commitment to handling sensitive information with discretion and confidentiality.
• Ability to take direction, adapt to new challenges, and skillfully balance multiple priorities.
• Proficiency with Microsoft applications and ability to quickly learn new applications and tools

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.