Administrative Associate

Vanguard is seeking a highly organized Administrative Assistant to provide executive and departmental support to the Head of HR Strategy & Operations. This role serves as a key partner in supporting a team that helps drive HR Strategy, Planning, Program & Change Management, Operations, Communications, Risk, and Crew Relations. The ideal candidate will thrive in a fast-paced environment, managing complex administrative responsibilities, coordinating schedules and meetings, and ensuring seamless day-to-day operations while maintaining a high level of professionalism and confidentiality. This is a hybrid role requiring in-office presence Tuesday–Thursday, based in Malvern, PA.

Duties and Responsibilities:

• Manage complex calendars for multiple leaders, prioritizing competing requests, coordinating schedules, and exercising sound judgment to ensure effective use of executive time.
• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
• Follows established procedures and guidelines, with opportunity to exercise independent judgement. Provides guidance to lesser experienced administrative staff.
• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department and leader.
• Orders and inventories department office supplies as needed. Monitors expenditures.
• Edits, formats, and produces various types of documents with attention to detail.
• Performs data entry and maintains both paper and electronic filing/archiving systems.
• Supports individual team members with diary management and scheduling.
• Participates in special projects and performs other duties as assigned.

Required Qualifications:

• Minimum of three years’ administrative or related experience, preferably in a medium-to-large department in a corporate setting.
• High school diploma or an equivalent combination of training and experience; Associate's degree or related degree preferred.
• Experience supporting two or more leaders simultaneously, with the ability to effectively manage competing priorities and scheduling demands.
• Experience managing complex calendars, coordinating travel arrangements and supporting meeting logistics.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and collaboration tools such as Microsoft Teams and SharePoint.
• Strong organizational, time-management and communication skills, with the ability to manage multiple priorities and meet deadlines.
• Ability to maintain accurate records and handle confidential information with discretion and professionalism.

Preferred Qualifications

• Demonstrated ability to work independently while collaborating effectively within a team environment.
• Demonstrated ability to navigate ambiguity, adapt to changing priorities and work effectively in a dynamic, fast-paced environment.
• Professional demeanor with strong interpersonal skills and a customer-service mindset.

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.