Administrative Associate

Vanguard•Malvern, PA

7d•Hybrid

About The Position

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.

Requirements

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.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
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.

Nice To Haves

Familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.
Good to have skills in calendar management, travel coordination, meeting planning, documentation, data entry, and internal/external communication.

Responsibilities

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