Administrative Associate: Data Defense & Governance, IT

Vanguard • Malvern, PA

1d • Hybrid

About The Position

We’re looking for an Administrative Associate to support a team of IT Data Analysts who solve complex problems and deliver insights that matter. In this role, you’ll be a trusted partner—keeping calendars aligned, priorities on track, and day‑to‑day operations running seamlessly. This is an excellent opportunity for someone early in their career who has hands‑on administrative, leadership, or scheduling experience and wants exposure to a professional IT environment with room to learn and grow.

Requirements

• Strong organization skills and attention to detail
• Clear written and verbal communication abilities
• Ability to manage time, prioritize tasks, and handle shifting requests
• Comfort using Microsoft Office / M365 tools
• Experience scheduling meetings or coordinating logistics (academic, volunteer, or professional experience welcomed)
• At least 2 years of administrative or related experience, ideally in a medium to large organization

Nice To Haves

• Early leadership experience (office coordination or similar)
• Exposure to professional or corporate environments
• Interest in technology, data, or IT‑related work
• Experience supporting teams rather than working independently

Responsibilities

• Manage calendars, files, records, and digital documentation with accuracy and care
• Track deadlines, action items, and follow‑ups to ensure nothing falls through the cracks
• Maintain orderly systems that help the team stay focused and productive
• Draft and manage professional emails, correspondence, and basic reports
• Communicate clearly and respectfully with team members, leaders, and partners
• Listen closely to requests, ask clarifying questions, and anticipate needs
• Balance multiple priorities while staying calm and adaptable
• Respond effectively to changing deadlines and urgent requests
• Proactively schedule and coordinate meetings to support team leaders
• Work confidently in Microsoft M365 (Outlook, Word, Excel, PowerPoint, Teams)
• Manage calendars, meeting tools, virtual links, and shared files
• Maintain digital documents and collaborate using file‑sharing platforms
• Schedule meetings, reserve rooms, manage agendas, and prepare materials
• Coordinate virtual meetings and in‑person logistics
• Support basic travel, expense, and event coordination as needed

Benefits

• Support collaborative, analytical teams doing impactful IT work
• Build professional skills in communication, organization, and coordination
• Gain experience in a structured environment with supportive leaders

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees