Administrative Associate

We are seeking a highly organized Administrative Associate to provide support to multiple senior leaders in a fast-paced, high-visibility environment. This role is responsible for managing complex calendars, coordinating meetings across internal and external stakeholders, and ensuring seamless scheduling for leaders with demanding and often restricted availability.

The ideal candidate thrives in a dynamic setting, can effectively balance competing priorities, and demonstrate strong adaptability when supporting leaders with diverse work styles and expectations. Success in this role requires exceptional attention to detail, sound judgment, strong communication skills, and the ability to build productive relationships across all levels of the organization.

This position offers significant exposure to senior leadership and is well-suited for an ambitious professional who is eager to grow their career while making a meaningful impact through operational excellence and executive support.
 

Duties and Responsibilities

• Takes and relays messages and coordinates with other administrative assistants
• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
• Orders and inventories department office supplies as needed. Monitors expenditures.
• Prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department.
• Follows established procedures and guidelines, with limited opportunity to exercise independent judgement.
• Participates in special projects and performs other duties as assigned.

Qualifications

• Minimum of two years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting.
• High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred.

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.