Administrative Associate

Key Responsibilities: 

• Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities. 
• Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials. 
• Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages. 
• Expense Management: Manage expense reports and order/inventory department office supplies as needed. 
• Travel Coordination: Maintain travel arrangements and reimbursement support.
• Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and stakeholders from other divisions.
• Special Projects: Participate in special projects and perform other duties as assigned. 

  

Qualifications: 

• Experience: Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.
• Education: High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred. 
• Skills: Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment. Ability to take direction, be adaptable, and balance multiple priorities across different leaders. Strong time management, attention to detail, organizational skills, and verbal/written communication are essential. Ability to multitask and handle confidential information with discretion. Strong organizational and interpersonal skills. A positive and collaborative demeanor. Resourcefulness and proactiveness, always seeking to improve and identifying opportunities to contribute more. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and tools such as SharePoint and Teams.

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.