Administrative Associate

The Vanguard Group • Chandler, PA

8d • Hybrid

About The Position

The Administrative Associate provides administrative support to multiple leaders and team members. The role manages complex calendars, coordinates meetings and travel, prepares and edits documents, maintains filing systems, orders office supplies, monitors expenditures, and contributes to special projects. The position follows established procedures while exercising independent judgment and provides guidance to less experienced administrative staff.

Vanguard uses a hybrid working model for the majority of its crew members, combining flexibility with in-person learning, collaboration, and connection. Vanguard is not offering visa sponsorship for this position.

Requirements

• At least three years of administrative or secretarial experience; experience in a medium to large corporate department is preferred.
• High school diploma or equivalent combination of training and experience.
• Proven experience supporting multiple executives simultaneously.
• Demonstrated success managing complex calendars across multiple time zones.
• Experience coordinating extensive travel for executives or sales leaders.
• Exceptional organizational skills and attention to detail.
• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work independently, prioritize multiple demands, and adapt quickly to changing priorities.

Nice To Haves

• Associate's degree or Secretarial School degree.
• Experience supporting sales, distribution, wealth management, financial services, or client-facing leadership teams.
• Experience supporting senior leaders with frequent travel schedules and complex itinerary management.
• Experience coordinating large meetings, leadership events, and external client engagements.

Responsibilities

• Manage complex calendars for multiple leaders, prioritizing competing requests and coordinating schedules to ensure effective use of executive time.
• Schedule meetings, coordinate locations, notify participants, and track attendance.
• Make travel arrangements and order refreshments when necessary.
• Follow established procedures and guidelines while exercising independent judgment.
• Provide guidance to less experienced administrative staff.
• Prepare memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintain calendars for the department and leaders.
• Order and inventory department office supplies as needed.
• Monitor expenditures.
• Edit, format, and produce documents with attention to detail.
• Perform data entry and maintain paper and electronic filing and archiving systems.
• Support individual team members with diary management and scheduling.
• 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