Administrative Associate: Participant Financial Success, Workplace Solutions

Responsibilities

• Executive & Leadership Support
• Provide dedicated administrative support to a senior leader while coordinating across multiple senior leadership stakeholders, including Managing Directors
• Navigate competing priorities across leadership teams, ensuring alignment and smooth coordination in a matrixed environment
• Build trusted relationships and serve as a reliable point of contact across internal and external partners
• Calendar & Meeting Management (Core Focus)
• Manage a highly complex, ever-changing executive calendar with precision, prioritizing competing demands and shifting business needs
• Coordinate meetings across multiple leadership layers, ensuring alignment of priorities, attendees, and logistics
• Anticipate scheduling conflicts and proactively adjust to optimize leader effectiveness
• Travel & Logistics Coordination
• Plan and manage domestic and international travel , including detailed itineraries, accommodations, and meeting logistics
• Ensure seamless execution of travel plans and adjust quickly to changes in real time
• Coordinate associated logistics, including materials, agendas, and follow-up actions
• Operational Excellence & Execution
• Prepare leaders for meetings by organizing materials, agendas, and key logistics ahead of time
• Manage communications with professionalism and accuracy, representing leadership with confidence
• Partner across teams to drive efficient workflows and support high-impact initiatives

Requirements

• Experience & Expertise
• 5+ years of administrative experience supporting senior executives in a complex, fast-paced organization
• Proven experience managing complex calendars, travel coordination, and executive-level logistics
• Demonstrated ability to support multiple leaders and navigate competing priorities
• Core Capabilities
• Exceptional attention to detail and organizational discipline
• Strong judgment and ability to operate with discretion in high-visibility situations
• Proactive mindset with the ability to anticipate needs and solve problems independently
• High level of professionalism and confidence interacting with senior leaders
• Technical Skills
• Advanced proficiency in Microsoft Office, especially Outlook for calendar management
• Experience coordinating travel and managing logistics tools (e.g., expense systems, booking platforms)
• 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

Make an impact at the center of leadership We're seeking an experienced and proactive Administrative Associate to support a senior executive, the Head of Participant Financial Success and collaborate across a broader senior leadership team, including direct engagement with Managing Directors. This is a high-visibility role that sits at the intersection of leadership decision-making, requiring exceptional judgment, precision, and the ability to navigate a dynamic, matrixed environment. If you thrive in fast-paced settings, anticipate needs before they arise, and take pride in delivering seamless executive support-this is your opportunity to partner closely with senior leaders and make a meaningful impact every day.

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