Administrative Associate: Global Public Policy, OGC

Vanguard•Washington, DC

4d•Hybrid

About The Position

The Office of General Counsel is seeking a highly organized and responsive Administrative Associate to support the senior officer, Head of Global Investor Research and Policy. This role plays a critical part in ensuring smooth day‑to-day operations by managing schedules, communications, travel, and administrative coordination in a fast‑paced and highly visible environment. The ideal candidate brings strong administrative fundamentals, sound judgment, and the ability to manage multiple priorities while working closely with leaders and stakeholders across the public and private sectors. Key Responsibilities Provide direct administrative support to senior officers, ensuring day‑to-day activities run efficiently and professionally. Manage complex calendars and schedules, coordinating meetings across multiple stakeholders, time zones, and external parties. Prioritize and respond to scheduling requests with prompt, clear, and professional communication. Coordinate meetings involving government officials, regulators, and private‑sector partners, ensuring appropriate logistics and preparation. Arrange and manage domestic and international travel, including itineraries, accommodations, and meeting logistics. Process and reconcile travel and expense reports accurately and in a timely manner. Utilize Microsoft Outlook and Microsoft Teams to manage calendars, communications, and virtual meetings. Serve as a reliable point of contact, anticipating needs and resolving routine issues independently. Handle sensitive information with discretion and professionalism. Provide support and back-up coverage for the Office Manager of the Global Public Policy department.

Requirements

Demonstrated experience providing administrative support to senior leaders or executives in a professional environment.
Proven ability to manage competing priorities and multiple stakeholders with organization and attention to detail.
Experience coordinating meetings or interactions with government agencies, regulators, or external partners.
Strong written and verbal communication skills, with an emphasis on responsiveness and clarity.
Proficiency with Microsoft Outlook and Microsoft Teams, particularly for calendar and meeting management.
Ability to work independently, follow established processes, and exercise sound judgment.
Professional demeanor with a high level of discretion and reliability.

Nice To Haves

Background in a legal, public policy, regulatory, or government‑adjacent environment.
Experience supporting leaders whose roles involve external engagement and public‑facing responsibilities.
Comfort operating in structured, deadline‑driven settings.

Responsibilities

Provide direct administrative support to senior officers, ensuring day‑to-day activities run efficiently and professionally.
Manage complex calendars and schedules, coordinating meetings across multiple stakeholders, time zones, and external parties.
Prioritize and respond to scheduling requests with prompt, clear, and professional communication.
Coordinate meetings involving government officials, regulators, and private‑sector partners, ensuring appropriate logistics and preparation.
Arrange and manage domestic and international travel, including itineraries, accommodations, and meeting logistics.
Process and reconcile travel and expense reports accurately and in a timely manner.
Utilize Microsoft Outlook and Microsoft Teams to manage calendars, communications, and virtual meetings.
Serve as a reliable point of contact, anticipating needs and resolving routine issues independently.
Handle sensitive information with discretion and professionalism.
Provide support and back-up coverage for the Office Manager of the Global Public Policy department.