Administrative Associate: Participant Financial Success, Workplace Solutions

Provides administrative support to a department and senior leader (MD-1).

Make an impact at the center of leadership

We’re seeking an experienced and proactive Administrative Associate to support a senior executive, the Head of Participant Financial Success and collaborate across a broader senior leadership team, including direct engagement with Managing Directors. This is a high-visibility role that sits at the intersection of leadership decision-making, requiring exceptional judgment, precision, and the ability to navigate a dynamic, matrixed environment.

If you thrive in fast-paced settings, anticipate needs before they arise, and take pride in delivering seamless executive support—this is your opportunity to partner closely with senior leaders and make a meaningful impact every day.

What You’ll Do

Executive & Leadership Support

• Provide dedicated administrative support to a senior leader while coordinating across multiple senior leadership stakeholders, including Managing Directors
• Navigate competing priorities across leadership teams, ensuring alignment and smooth coordination in a matrixed environment
• Build trusted relationships and serve as a reliable point of contact across internal and external partners

Calendar & Meeting Management (Core Focus)

• Manage a highly complex, ever-changing executive calendar with precision, prioritizing competing demands and shifting business needs
• Coordinate meetings across multiple leadership layers, ensuring alignment of priorities, attendees, and logistics
• Anticipate scheduling conflicts and proactively adjust to optimize leader effectiveness

Travel & Logistics Coordination

• Plan and manage domestic and international travel, including detailed itineraries, accommodations, and meeting logistics
• Ensure seamless execution of travel plans and adjust quickly to changes in real time
• Coordinate associated logistics, including materials, agendas, and follow-up actions

Operational Excellence & Execution

• Prepare leaders for meetings by organizing materials, agendas, and key logistics ahead of time
• Manage communications with professionalism and accuracy, representing leadership with confidence
• Partner across teams to drive efficient workflows and support high-impact initiatives

What You’ll Bring

Experience & Expertise

• 5+ years of administrative experience supporting senior executives in a complex, fast-paced organization
• Proven experience managing complex calendars, travel coordination, and executive-level logistics
• Demonstrated ability to support multiple leaders and navigate competing priorities

Core Capabilities

• Exceptional attention to detail and organizational discipline
• Strong judgment and ability to operate with discretion in high-visibility situations
• Proactive mindset with the ability to anticipate needs and solve problems independently
• High level of professionalism and confidence interacting with senior leaders

Technical Skills

• Advanced proficiency in Microsoft Office, especially Outlook for calendar management
• Experience coordinating travel and managing logistics tools (e.g., expense systems, booking platforms)

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.