We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) within GIFS. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities.
Responsibilities
Calendar Management : Maintain a complex and ever-changing calendar, resolving conflicts proactively and rearranging meetings based on priorities.
Event Coordination : Organize and coordinate large meetings and events, (e.g., town halls, leadership sessions), including logistics and catering.
Location Strategy : schedule meetings efficiently, ensuring appropriate travel time and logistics across locations. Ensure all resources (rooms, attendees, technology) are updated accordingly.
Travel Coordination : Plan and execute travel arrangements including international travel with required documentation, visas, vaccinations, etc.
Process expense reports
Order equipment/inventory department office supplies as needed.
Maintain department distribution lists
Participates in special projects and performs other duties as assigned.
Requirements
Strong organizational and prioritization skills in a fast-paced environment
High attention to detail and ability to anticipate needs
Deep understanding of Executive Leadership cadence and presence
Excellent communication and problem-solving skills
Ability to work independently while collaborating across teams
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, Co-Pilot
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.
Vanguard · Malvern, PA