Administrative Associate

Vanguard • Malvern, PA

7d • Hybrid

About The Position

We are seeking a highly organized Administrative Associate to provide support to multiple senior leaders in a fast-paced, high-visibility environment. This role is responsible for managing complex calendars, coordinating meetings across internal and external stakeholders, and ensuring seamless scheduling for leaders with demanding and often restricted availability. The ideal candidate thrives in a dynamic setting, can effectively balance competing priorities, and demonstrate strong adaptability when supporting leaders with diverse work styles and expectations. Success in this role requires exceptional attention to detail, sound judgment, strong communication skills, and the ability to build productive relationships across all levels of the organization. This position offers significant exposure to senior leadership and is well-suited for an ambitious professional who is eager to grow their career while making a meaningful impact through operational excellence and executive support.

Requirements

• Minimum of two years administrative or secretarial 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 Secretarial School degree preferred.

Responsibilities

• Takes and relays messages and coordinates with other administrative assistants
• Schedules meetings, coordinates location, notifies parties, and tracks attendance.
• Makes travel arrangements and orders refreshments if necessary.
• Orders and inventories department office supplies as needed.
• Monitors expenditures.
• Prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department.
• Follows established procedures and guidelines, with limited opportunity to exercise independent judgement.
• Participates in special projects and performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree