Administrative Associate

The Vanguard Group•Malvern, PA

1d•Hybrid

About The Position

This role involves providing comprehensive administrative support to multiple leaders, managing complex calendars, coordinating meetings and travel, and maintaining departmental records. The position requires a high degree of organization, attention to detail, and the ability to handle confidential information with professionalism. There is an opportunity to exercise independent judgment and provide guidance to less experienced staff. The role also supports individual team members with administrative tasks and participates in special projects.

Requirements

Minimum of three years’ administrative or related experience, preferably in a medium-to-large department in a corporate setting.
High school diploma or an equivalent combination of training and experience.
Experience supporting two or more leaders simultaneously, with the ability to effectively manage competing priorities and scheduling demands.
Experience managing complex calendars, coordinating travel arrangements and supporting meeting logistics.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and collaboration tools such as Microsoft Teams and SharePoint.
Strong organizational, time-management and communication skills, with the ability to manage multiple priorities and meet deadlines.
Ability to maintain accurate records and handle confidential information with discretion and professionalism.

Nice To Haves

Associate's degree or related degree preferred.
Demonstrated ability to work independently while collaborating effectively within a team environment.
Demonstrated ability to navigate ambiguity, adapt to changing priorities and work effectively in a dynamic, fast-paced environment.
Professional demeanor with strong interpersonal skills and a customer-service mindset.

Responsibilities

Manage complex calendars for multiple leaders, prioritizing competing requests and coordinating schedules.
Schedule meetings, coordinate locations, notify parties, and track attendance.
Make travel arrangements and order refreshments as needed.
Follow established procedures and guidelines, exercising independent judgment.
Provide guidance to lesser experienced administrative staff.
Type and/or prepare memos, correspondence, reports, meeting minutes, presentations, and other materials.
Maintain calendar for department and leader.
Order and inventory department office supplies as needed.
Monitor expenditures.
Edit, format, and produce various types of documents with attention to detail.
Perform data entry and maintain both paper and electronic filing/archiving systems.
Support individual team members with diary management and scheduling.
Participate in special projects and perform other duties as assigned.