Administrative Associate

The Vanguard Group • Malvern, PA

1d • Hybrid

About The Position

What You’ll Do: Calendar Management: Oversee a dynamic, complex calendar across multiple time zones. Proactively prioritize, schedule, and adjust meetings to optimize time. Travel & Event Coordination: Arrange travel logistics and prepare meeting spaces. Plan and execute on-site and offsite events, including multi-day sessions. Operational Support: Manage executive conference room bookings, assist with alternate space arrangements, and monitor office supply inventory. Meeting Preparation: Ensure readiness by reviewing schedules, coordinating attendees, and organizing necessary materials. Communication Excellence: Handle phone and email correspondence with accuracy and professionalism. Maintain department distribution lists. Expense Oversight: Prepare and process expense reports promptly and accurately. Professional Representation: Serve as a liaison with senior leaders and external partners, demonstrating discretion, and professionalism at all times. Special Projects: Contribute to department initiatives and take on additional responsibilities as needed. What We’re Looking for: Proven experience as an Executive Assistant or in a senior administrative role supporting leadership. Exceptional organizational and time-management skills with the ability to juggle multiple priorities. Strong written and verbal communication skills. Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint. Ability to work independently and collaboratively in a fast-paced, dynamic environment. High level of professionalism, discretion, and sound judgment. Special Factors Sponsorship Vanguard is not offering visa sponsorship for this position. About Vanguard At Vanguard, we don't just have a mission—we're on a mission. To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best. How We Work Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.

Requirements

• Proven experience as an Executive Assistant or in a senior administrative role supporting leadership.
• Exceptional organizational and time-management skills with the ability to juggle multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to work independently and collaboratively in a fast-paced, dynamic environment.
• High level of professionalism, discretion, and sound judgment.

Responsibilities

• Calendar Management: Oversee a dynamic, complex calendar across multiple time zones. Proactively prioritize, schedule, and adjust meetings to optimize time.
• Travel & Event Coordination: Arrange travel logistics and prepare meeting spaces. Plan and execute on-site and offsite events, including multi-day sessions.
• Operational Support: Manage executive conference room bookings, assist with alternate space arrangements, and monitor office supply inventory.
• Meeting Preparation: Ensure readiness by reviewing schedules, coordinating attendees, and organizing necessary materials.
• Communication Excellence: Handle phone and email correspondence with accuracy and professionalism. Maintain department distribution lists.
• Expense Oversight: Prepare and process expense reports promptly and accurately.
• Professional Representation: Serve as a liaison with senior leaders and external partners, demonstrating discretion, and professionalism at all times.
• Special Projects: Contribute to department initiatives and take on additional responsibilities as needed.

What This Job Offers

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