Administrative Associate

hackajob is collaborating with Vanguard to connect them with exceptional professionals for this role. As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our FAS National Accounts group. Your responsibilities will include managing complex schedules, organizing travel, 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.

Duties And Responsibilities

• Microsoft Office with primary focus on Outlook, OneNote, Copilot, Teams and Excel.
• Strong background with complex calendars for multiple principals — handling complex schedules (both internal and external engagements), prioritizing meetings and managing high volume, sensitive information
• Managing travel and expense reports – experience with Concur is a bonus
• Strong problem-solving skills — proactively taking initiative to solve problems before they arise and anticipating the needs of the executives
• Project Management – managing multiple projects, deadlines and task efficiently
• Event and meeting planning experience — planning, coordinating and supporting
• Supporting diverse personalities, remaining calm under pressure, and adapting to changing priorities
• Relationship building with clients inside and outside the firm

Qualifications

• 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.

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 WorkVanguard has implemented a hybrid working model for the majority of our crew members, designed to capture the benefits of enhanced flexibility while enabling in-person learning, collaboration, and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.