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Provides administrative support to a department, operating under direct supervision.
Are you an organized, detail‑oriented early‑career professional who enjoys keeping teams running smoothly? Do you take pride in strong communication, thoughtful scheduling, and supporting others in meaningful work? If you’re ready to grow your career while supporting innovative Data Analysts in a fast‑paced IT environment, this could be a great next step.
We’re looking for an Administrative Associate to support a team of IT Data Analysts who solve complex problems and deliver insights that matter. In this role, you’ll be a trusted partner—keeping calendars aligned, priorities on track, and day‑to‑day operations running seamlessly.
This is an excellent opportunity for someone early in their career who has hands‑on administrative, leadership, or scheduling experience and wants exposure to a professional IT environment with room to learn and grow.
What You’ll Do
Stay Organized & On Track
Manage calendars, files, records, and digital documentation with accuracy and care
Track deadlines, action items, and follow‑ups to ensure nothing falls through the cracks
Maintain orderly systems that help the team stay focused and productive
Communicate with Confidence
Draft and manage professional emails, correspondence, and basic reports
Communicate clearly and respectfully with team members, leaders, and partners
Listen closely to requests, ask clarifying questions, and anticipate needs
Manage Time & Priorities
Balance multiple priorities while staying calm and adaptable
Respond effectively to changing deadlines and urgent requests
Proactively schedule and coordinate meetings to support team leaders
Use Technology Effectively
Work confidently in Microsoft M365 (Outlook, Word, Excel, PowerPoint, Teams)
Manage calendars, meeting tools, virtual links, and shared files
Maintain digital documents and collaborate using file‑sharing platforms
Coordinate Scheduling & Logistics
Schedule meetings, reserve rooms, manage agendas, and prepare materials
Coordinate virtual meetings and in‑person logistics
Support basic travel, expense, and event coordination as needed
What We’re Looking For:
Required Skills & Experience
Strong organization skills and attention to detail
Clear written and verbal communication abilities
Ability to manage time, prioritize tasks, and handle shifting requests
Comfort using Microsoft Office / M365 tools
Experience scheduling meetings or coordinating logistics (academic, volunteer, or professional experience welcomed)
At least 2 years of administrative or related experience, ideally in a medium to large organization
Nice to Have
If you’re ready to bring your organizational strengths, scheduling skills, and positive energy to a role where your work truly supports others, we’d love to hear from you.
Special Factors
Sponsorship
Vanguard is not offering visa sponsorship for this position.
About Vanguard
At Vanguard, we don't just have a mission—we're on a mission.
To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.
How We Work
Vanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.
hackajob is partnering with Vanguard to fill this position. Create a profile to be automatically considered for this role—and others that match your experience.