Administrative Associate

Vanguard•Malvern, PA

8d•Hybrid

About The Position

As an Administrative Associate, you will play a crucial role in ensuring the smooth operation for the leaders in Personal Investor Data and Analytics Office. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, providing top-notch administrative support, and acting as an office manager. This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism.

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; Associate degree or related degree preferred.
Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
Ability to multitask and handle confidential information with discretion.
Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.
A positive and collaborative demeanor.
Ability to take direction, be adaptable, and balance multiple priorities.
Strong organizational and interpersonal skills.
Proficiency with Microsoft Office products.

Nice To Haves

Associate degree or related degree preferred.
Familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.

Responsibilities

Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
Expense Management: Manage expense reports and order/inventory department office supplies as needed.
Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.
Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).
Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
Special Projects: Participate in special projects and perform other duties as assigned.