Administrative Associate

Provides administrative support to a department, operating under direct supervision.

Overview:
We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) in Enterprise Data Architecture and Engineering. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities, and furthering the organization’s mission of crafting data strategies that power Vanguard’s business and AI ambitions, define enterprise architecture, and build and operate world-class platforms that deliver an exceptional experience to our clients.

Key Responsibilities:

• Calendar Management: Maintain a complex and ever-changing calendar, resolving conflicts proactively and rearranging meetings based on priorities.
• Event Coordination: Organize and coordinate large meetings and events, (e.g., town halls, leadership sessions), including logistics and catering.
• Location Strategy: schedule meetings efficiently, ensuring appropriate travel time and logistics across locations. Ensure all resources (rooms, attendees, technology) are updated accordingly.
• Travel Coordination: Plan and execute travel arrangements including international travel with required documentation, visas, vaccinations, etc.
• Own the onboarding and offboarding workflow of new contractors

Qualifications:

• Strong organizational and prioritization skills in a fast-paced environment
• High attention to detail and ability to anticipate needs
• Deep understanding of Executive Leadership cadence and presence
• Excellent communication and problem-solving skills
• Ability to work independently while collaborating across teams
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, Co-Pilot

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.