Administrative Associate: Wealth Management, Personal Wealth Division

The Vanguard Group•Scottsdale, AZ

14d

About The Position

We are seeking a highly capable Administrative Associate to support a Senior Leader within the Personal Wealth Division (Wealth Management) . This role goes beyond traditional administrative support and is best suited for someone who thrives as a strategic partner, project manager, and trusted advisor to executive leadership. The successful candidate will function as a de facto Chief‑of‑Staff , helping drive priorities forward, anticipate needs, and ensure operational excellence across a fast‑paced, high‑visibility business. This is a high‑impact role supporting a leader responsible for a significant portion of the Wealth Management Advice organization. This role combines executive support with strategic coordination and project ownership. Strategic & Executive Partnership Serve as a trusted partner to senior leadership, proactively identifying needs, risks, and priorities Anticipate upcoming deliverables and prompt action (e.g., leadership meetings, skip‑level interviews, planning cycles) Operate with sound judgment and discretion in a highly visible executive environment Project & Program Management Own planning and execution for leadership meetings, offsites, and on-site meetings Develop agendas, coordinate inputs across teams, track follow‑ups, and ensure readiness Help sequence work, manage timelines, and keep initiatives moving forward Advanced Administrative Support Manage complex, executive‑level calendars and coordinate across other admins Independently resolve scheduling conflicts and logistics Prepare leaders for meetings with accurate, timely materials Executive Communications & Presentations Create and refine executive‑level PowerPoint presentations Partner with the leader on messaging, flow, and content for leadership audiences Ensure materials are polished, accurate, and ready for senior consumption Tools & Operations Manage expenses and administrative workflows (e.g., Concur) Leverage Microsoft Office at an advanced level Adopt new tools and AI‑enabled workflows as they are introduced across the enterprise

Requirements

Senior executive administrative experience in a large corporate setting.
Strong project management ownership (agendas, timelines, coordination, follow‑through)
Strategic mindset – able to think ahead, challenge priorities, and operate as a thought partner
Advanced PowerPoint skills with experience creating executive and leadership presentations
Expert calendar management in a complex, fast-moving environment
Proven ability to work independently, exercise judgment, and manage ambiguity
High level of professionalism, organization, resilience, and executive presence

Responsibilities

Serve as a trusted partner to senior leadership, proactively identifying needs, risks, and priorities
Anticipate upcoming deliverables and prompt action (e.g., leadership meetings, skip‑level interviews, planning cycles)
Operate with sound judgment and discretion in a highly visible executive environment
Own planning and execution for leadership meetings, offsites, and on-site meetings
Develop agendas, coordinate inputs across teams, track follow‑ups, and ensure readiness
Help sequence work, manage timelines, and keep initiatives moving forward
Manage complex, executive‑level calendars and coordinate across other admins
Independently resolve scheduling conflicts and logistics
Prepare leaders for meetings with accurate, timely materials
Create and refine executive‑level PowerPoint presentations
Partner with the leader on messaging, flow, and content for leadership audiences
Ensure materials are polished, accurate, and ready for senior consumption
Manage expenses and administrative workflows (e.g., Concur)
Leverage Microsoft Office at an advanced level
Adopt new tools and AI‑enabled workflows as they are introduced across the enterprise