Administrative Senior Associate

The Vanguard Group • Malvern, PA

10d • Hybrid

About The Position

Vanguard is seeking a highly organized, proactive, and professional Administrative Assistant to support the Board Relations team within the Office of the Corporate Secretary. The role operates in a fast-paced, high-visibility environment and requires exceptional organization, professionalism, stakeholder management, communication, and the ability to handle competing priorities. The successful candidate will coordinate complex calendars, support executive and board-related activities, and serve as a key liaison with internal and external stakeholders. The position plays a critical role in planning and executing board committee meetings, arranging travel, partnering with event planning teams, and coordinating industry guest speakers. It involves direct interaction with senior leaders, board members, and external stakeholders, requiring discretion, professionalism, and attention to detail. Flexibility in working hours is needed for meetings and events outside standard business hours.

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

Requirements

• At least 1 year of administrative, executive support, or related experience.
• Experience managing complex executive calendars and schedules, travel coordination, meeting planning, documentation, data entry, and internal and external communications.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong time management, organizational, and prioritization skills, with exceptional attention to detail.
• Excellent verbal and written communication skills and the ability to interact professionally with a wide range of stakeholders.
• Ability to manage multiple priorities simultaneously in a fast-paced environment while maintaining accuracy and responsiveness.
• Ability to handle confidential and sensitive information with discretion and sound judgment.
• Professional demeanor and ability to work independently and collaboratively across teams.
• High school diploma or equivalent combination of education and experience required.
• Flexibility to support meetings, events, and business needs outside standard working hours.

Nice To Haves

• Experience in a mid- to large-sized corporate environment.
• Experience with collaboration tools such as SharePoint and Teams.
• Associate’s degree, administrative certification, or related training.

Responsibilities

• Manage complex calendars and scheduling for senior leaders and key stakeholders.
• Coordinate board committee meetings, including logistics, travel arrangements, and event planning activities.
• Partner directly with board members, industry guest speakers, and external stakeholders.
• Prioritize multiple requests and deadlines while maintaining accuracy and responsiveness.
• Build strong relationships across internal and external stakeholder groups.
• Support events and special initiatives involving executive leadership and high-profile participants.
• Demonstrate flexibility and adaptability to meet changing business needs and schedules.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED