Administrative Associate

The Vanguard Group • Malvern, PA

4d • Hybrid

About The Position

We are looking for a highly organized and proactive Administrative Assistant to provide support to the Head of Digital & Analytics in our Personal Investor division. This position plays an important role in ensuring efficient daily operations, allowing the Head of Digital & Analytics to concentrate on strategic priorities and leadership tasks within a complex matrix structure.

Requirements

• Minimum of three years administrative or related experience, preferably in a medium to large size department in a corporate setting.
• High school diploma or an equivalent combination of training and experience; Associate's degree or related degree preferred.
• Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
• Proficiency with Microsoft Office products.
• Strong organizational and interpersonal skills.
• Ability to take direction, be adaptable, and balance multiple priorities.
• A positive and collaborative demeanor.
• 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.
• Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
• Ability to multitask and handle confidential information with discretion.

Nice To Haves

• Experience working with C-level executives is preferred but not required.
• Associate's degree or related degree preferred.
• Familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.

Responsibilities

• Calendar & Meeting Management: Maintain complex and dynamic calendars for leaders and team members, proactively scheduling, rearranging, and coordinating meetings based on priorities. Ensure attendees have required materials and track attendance.
• Communication & Coordination: Answer and manage phone calls and emails, relay messages accurately, and maintain department distribution lists. Represent the department professionally when interacting with senior leaders, clients, and vendors.
• Travel & Event Coordination: Arrange domestic and international travel, including required documentation and materials. Organize and coordinate events such as on-sites and offsites, including logistics, refreshments, and conference room management.
• Expense & Supply Management: Process expense reports, monitor departmental expenditures, and order/inventory office supplies as needed.
• Professional Support: Provide guidance to less experienced administrative staff and support individual team members with diary management and scheduling.
• Special Projects: Participate in special projects and perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees