Executive Administrator – Fund Services and Oversight

Vanguard • Malvern, PA

3d • Hybrid

About The Position

Are you an experienced executive administrator who enjoys partnering closely with senior leaders, managing complex priorities, and serving as a trusted advisor behind the scenes? Vanguard is seeking a proactive Executive Administrator to support a senior leader within Fund Services & Oversight (FSO), a division that helps oversee the operations, financial reporting, compliance, treasury activities, and strategic partnerships that support Vanguard's investment products. In this highly visible role, you'll work with executive leadership, key business partners, and external stakeholders while helping drive the day-to-day coordination that enables business success.

Requirements

• Minimum of five years of administrative or related experience required.
• Demonstrated success managing complex calendars, travel, and executive-level priorities.
• Strong organizational, communication, and relationship-management skills.
• Proven ability to exercise sound judgment, anticipate needs, and work independently.
• Ability to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and discretion.
• High school diploma required.

Nice To Haves

• Experience supporting senior executives or executive leadership strongly preferred.
• Associate's degree or related degree preferred.

Responsibilities

• Provide proactive, high-touch administrative support to the executive, maintaining a forward-looking view of priorities, commitments, and preparation needs.
• Manage a complex executive calendar with sound judgment, balancing competing priorities, protecting time, anticipating conflicts, and recommending solutions.
• Coordinate internal and external engagements, including leadership, board-related, regulatory, and strategic partner meetings, ensuring appropriate preparation and follow-through.
• Apply business context and executive-level judgment to identify dependencies, emerging issues, and opportunities requiring attention or escalation.
• Arrange domestic and international travel, manage expense reporting, and coordinate related logistics.
• Serve as a trusted point of contact for senior leaders, internal business partners, and external organizations.
• Support special projects and administrative initiatives while contributing to a collaborative administrative community through shared practices, resources, and coverage.

What This Job Offers

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