Administrative Associate

About the role

We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) in Enterprise Data Architecture and Engineering. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities, and furthering the organization's mission of crafting data strategies that power Vanguard's business and AI ambitions, define enterprise architecture, and build and operate world-class platforms that deliver an exceptional experience to our clients.

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.
• Own the onboarding and offboarding workflow of new contractors

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.
• How We Work

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