Administrative Associate: Global Technology Office, IT

Vanguard • Wayne, PA

5d

About The Position

Why this role matters You’ll be the operational heartbeat for the Head of the Global Technology Office in the Information Technology division—bringing calm, clarity, and confidence to a fast-moving environment. This role is ideal for someone who thrives on variety, anticipates needs before they’re voiced, and demonstrates polished executive presence with leaders, partners, and vendors. You’ll manage shifting priorities with discretion, sound judgment, and a service mindset—ensuring the day runs smoothly even when the calendar doesn’t. In this role, you will: Own a complex, ever-changing calendar—proactively prioritizing, rearranging, and rescheduling meetings with strong rationale and excellent judgment. Manage high-volume communications by handling phone and email messages accurately, completely, and promptly—triaging requests and delegating appropriately when needed. Anticipate what’s next by reviewing current and upcoming schedules to ensure the leader is prepared—aligning the right attendees and ensuring materials are ready in advance. Model executive presence by representing the organization with consistent professionalism and ease when interacting with senior leaders, stakeholders, and vendors. Demonstrate strong attention to detail by quickly identifying clients, their affiliates, and ensuring communications (including emails) are directed appropriately. Coordinate travel (domestic + global/international) including itineraries and required documentation support (e.g., travel-related materials). Manage executive conference room needs including requesting, securing, and rearranging conference room reservations—and helping partners identify alternate spaces when required. Support office operations by ordering and maintaining inventory of supplies and monitoring related expenditures. Pitch in on special projects and take on additional responsibilities as priorities evolve. What success looks like Meetings are prioritized thoughtfully, and scheduling changes feel seamless—not disruptive. The leader walks into each meeting prepared, with the right people and materials ready. Stakeholders experience you as polished, responsive, and trustworthy—someone who can be relied on to handle sensitive information with discretion. Multiple urgent requests can come in at once, and you calmly triage, communicate, and execute. What you’ll bring Required High school diploma (or equivalent). Demonstrated ability to manage multiple priorities, stay organized, and follow established procedures while using good judgment. Professional communication skills (written and verbal) and comfort interacting with leaders and external partners. Working knowledge of Microsoft Office (especially Outlook, Word, Excel, PowerPoint). Core strengths we’re looking for Executive presence: poised, polished, and confident in communication and interactions Judgment + discretion: can triage requests and make sound decisions without constant direction Priority management: able to juggle competing needs and adjust quickly Proactive ownership: sees around corners and prevents issues before they arise Service mindset: helpful, responsive, and collaborative 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. Vanguard, one of the world's largest investment management companies, serves individual investors, institutions, employer-sponsored retirement plans, and financial professionals. We have a diverse and talented crew with a culture that promotes teamwork, along with an unwavering focus on serving our clients' best interests. This website uses "cookies" to distinguish you from other users. A cookie is a small file of letters and numbers placed on your computer or device. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site and services. The cookies are stored locally on your computer or mobile device. To accept cookies you can continue browsing as normal. Or you can go to our Privacy Policy to read more information and learn how to change your preferences.

Requirements

• High school diploma (or equivalent).
• Demonstrated ability to manage multiple priorities, stay organized, and follow established procedures while using good judgment.
• Professional communication skills (written and verbal) and comfort interacting with leaders and external partners.
• Working knowledge of Microsoft Office (especially Outlook, Word, Excel, PowerPoint).
• Executive presence: poised, polished, and confident in communication and interactions
• Judgment + discretion: can triage requests and make sound decisions without constant direction
• Priority management: able to juggle competing needs and adjust quickly
• Proactive ownership: sees around corners and prevents issues before they arise
• Service mindset: helpful, responsive, and collaborative

Responsibilities

• Own a complex, ever-changing calendar—proactively prioritizing, rearranging, and rescheduling meetings with strong rationale and excellent judgment.
• Manage high-volume communications by handling phone and email messages accurately, completely, and promptly—triaging requests and delegating appropriately when needed.
• Anticipate what’s next by reviewing current and upcoming schedules to ensure the leader is prepared—aligning the right attendees and ensuring materials are ready in advance.
• Model executive presence by representing the organization with consistent professionalism and ease when interacting with senior leaders, stakeholders, and vendors.
• Demonstrate strong attention to detail by quickly identifying clients, their affiliates, and ensuring communications (including emails) are directed appropriately.
• Coordinate travel (domestic + global/international) including itineraries and required documentation support (e.g., travel-related materials).
• Manage executive conference room needs including requesting, securing, and rearranging conference room reservations—and helping partners identify alternate spaces when required.
• Support office operations by ordering and maintaining inventory of supplies and monitoring related expenditures.
• Pitch in on special projects and take on additional responsibilities as priorities evolve.

What This Job Offers

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