Administrative Associate

Vanguard • Malvern, PA

9d • Hybrid

About The Position

Vanguard is seeking an Administrative Associate to support executives. This role involves managing complex calendars, coordinating travel and expenses, planning events, and building relationships with clients. The ideal candidate will have strong problem-solving skills, project management abilities, and experience supporting diverse personalities in a fast-paced environment. Vanguard is a leading investment management company with a mission to support the long-term financial well-being of its clients. The company operates on a hybrid working model, fostering a collaborative and mission-driven culture.

Requirements

• Minimum of 3 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.
• Proficiency in Microsoft Office, with a primary focus on Outlook, OneNote, Copilot, Teams, and Excel.
• Strong background with complex calendars for multiple principals.
• Strong problem-solving skills.
• Project Management skills.
• Event and meeting planning experience.
• Ability to support diverse personalities, remain calm under pressure, and adapt to changing priorities.
• Relationship building skills.

Nice To Haves

• Associate degree or related degree preferred.
• Experience with Concur is a bonus.

Responsibilities

• Manage complex calendars for multiple principals, including internal and external engagements, prioritizing meetings, and handling high-volume, sensitive information.
• Manage travel and expense reports.
• Proactively solve problems and anticipate the needs of executives.
• Manage multiple projects, deadlines, and tasks efficiently.
• Plan, coordinate, and support events and meetings.
• Support diverse personalities, remain calm under pressure, and adapt to changing priorities.
• Build relationships with clients inside and outside the firm.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED