Administrative Senior Associate

Vanguard • Malvern, PA

12d • Hybrid

About The Position

We are seeking a highly organized, proactive, and professional Administrative Assistant to support the Board Relations team within the Office of the Corporate Secretary. This role operates in a fast-paced, high-visibility environment and requires exceptional organizational skills, professionalism, and the ability to manage competing priorities effectively.

This role requires exceptional stakeholder management, strong communication skills, and the ability to effectively manage 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.

This position plays a critical role in planning and executing board committee meetings, managing travel arrangements, partnering with event planning teams, and coordinating industry guest speakers. The individual will interact directly with senior leaders, board members, and external stakeholders, requiring a high level of discretion, professionalism, and attention to detail.

Flexibility in working hours is needed to support meetings and events that may occur outside of standard business hours.

Requirements

• Minimum 1+ years of administrative, executive support, or related experience, preferably within a mid- to large-sized corporate environment.
• Proven experience managing complex executive calendars and schedules, travel coordination, meeting planning, documentation, data entry, and internal/external communications.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with collaboration tools such as SharePoint and Teams.
• 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.
• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
• Professional demeanor with the ability to work independently and collaboratively across teams.
• High school diploma or equivalent combination of education and experience required; Associate’s degree, administrative certification, or related training preferred.
• Flexibility to support meetings, events, and business needs outside of standard working hours.

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 a high level of 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: Mid Level
• Education Level: High school or GED