Looking for a highly organized, proactive professional who thrives behind the scenes and keeps teams running smoothly. As an Administrative Associate, you'll be a trusted partner to leaders, managing calendars, coordinating meetings and travel, preparing presentations and communications, and supporting key team initiatives.

Responsibilities:

• Answers telephones, takes and relays messages, and coordinates continuous telephone coverage with other administrative assistants.
• Schedules meetings, coordinate's 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.
• Participates in special projects and performs other duties as assigned.

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.
• Good to have skills in calendar management, travel coordination, meeting planning, documentation, data entry, and internal/external communication.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint and Teams.
• Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
• Ability to multitask and handle confidential information with discretion.
• Demonstrated problem-solving skills and the ability to exercise sound judgment in a fast-paced environment.
• Professional demeanor and the ability to work independently or as part of a team.

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.