Administrative Associate

Overview

The Administrative Associate at Vanguard plays a key role in managing a dynamic calendar, coordinating travel and events, providing operational support, and handling essential communications. This role supports senior leadership with professionalism and discretion.

What You’ll Do

• Calendar Management: Manage a dynamic, complex calendar across multiple time zones.
• Travel & Event Coordination: Arrange travel logistics and prepare meeting spaces for on-site and offsite events.
• Operational Support: Oversee executive conference room bookings and monitor office supply inventory.
• Meeting Preparation: Coordinate and prepare necessary materials for meetings.
• Communication Excellence: Handle phone and email correspondence with professionalism.
• Expense Management: Prepare and submit expense reports accurately and on time.
• Professional Representation: Liaise with senior leaders and external partners with discretion.
• Special Projects: Contribute to departmental initiatives and extra responsibilities as needed.

What We’re Looking For

Proven experience as an Executive Assistant or in a senior administrative role supporting leadership, exceptional organizational skills, strong communication abilities, and proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.

Working Environment

Vanguard operates on a hybrid working model, combining flexibility with in-person collaboration to foster learning and connection.

Key Skills/Competency

• Calendar Management
• Travel Coordination
• Operational Support
• Meeting Preparation
• Communication
• Expense Reporting
• Event Planning
• Microsoft Office
• Discretion
• Professionalism