Administrative Associate

Responsibilities

• Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
• Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
• Expense Management: Manage expense reports and order/inventory department office supplies as needed.
• Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
• Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
• Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
• Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.
• Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).
• Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
• Special Projects: Participate in special projects and perform other duties as assigned.

Requirements

• 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.
• Proficiency with Microsoft Office products.
• Strong organizational and interpersonal skills.
• Ability to take direction, be adaptable, and balance multiple priorities.
• A positive and collaborative demeanor.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.
• Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
• Ability to multitask and handle confidential information with discretion.
• Why Join Us? This is an exciting opportunity to be part of a dynamic team where your contributions will make a significant impact. This role is for you if you are a motivated individual with a passion for administrative excellence and a desire to work in a collaborative environment.
• 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

Additional Information

As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our department. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, and providing top-notch administrative support. This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism.

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