Administrative Associate: Product & Portfolios, FAS

The Vanguard Group•Scottsdale, PA

23h•Hybrid

About The Position

As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our Product and Portfolio Strategy team. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, and providing top-notch administrative support. This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism.

Requirements

Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.
High school diploma or an equivalent combination of training and experience; Associate 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.
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

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.

Responsibilities

Calendar Management: Maintain a complex and ever-changing calendar- across time zones, proactively rearranging and rescheduling meetings based on priorities.
Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
Expense Management : Manage expense reports and order/inventory department office supplies as needed.
Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
Client Identification : Quickly identify clients, their affiliates, and their emails appropriately.
Travel Coordination : Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).
Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
Special Projects: Participate in special projects and perform other duties as assigned.