Hybrid Administrative Associate

at Vanguard

• Job title: Administrative Associate
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Malvern, United States

About the role

• Administrative Associate supporting leaders in Personal Investor Data and Analytics Office. Managing schedules, coordinating events, and providing top-notch administrative support.

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

• Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.
• High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred.
• Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
• Ability to multitask and handle confidential information with discretion.
• Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
• 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.
• A positive and collaborative demeanor.
• Ability to take direction, be adaptable, and balance multiple priorities.
• Strong organizational and interpersonal skills.
• Proficiency with Microsoft Office products.

Benefits

• Health insurance
• Retirement plans
• Paid time off
• Flexible working arrangements
• Professional development opportunities