Provides administrative support to a department, operating under direct supervision.
Vanguard is the only company built for investors, fueled by a distinct core purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.
Do you have a keen attention to detail and desire to be a part of a fast-paced and dynamic working environment?
Vanguard has exciting opportunities available for upbeat and highly organized Administrative Associates! In this role, you will have the opportunity to provide support to Vanguard’s senior leaders and their broader departments. The ideal candidate for this position will be a problem solver with excellent communication skills and the ability to multitask and manage complex schedules.
Working at Vanguard presents opportunities to make a difference every day. Add your unique experience to the mix and see what it’s like to change an industry with us!
[The base salary in this entry level role is $40,000 - $70,000- determined by skills and experience]

Key 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.

What You Bring to the Table:

• Experience: At least 2 years of administrative or related experience, ideally in a medium to large organization.
• Education: High school diploma or equivalent; an Associate degree or related degree is preferred.
• Technical Skills: Proficiency with Microsoft Office products.
• Organizational Skills: Strong ability to stay organized and manage multiple priorities.
• Interpersonal Skills: Excellent ability to take direction, be adaptable, and collaborate positively with others.
• Time Management: Attention to detail, organizational skills, and verbal/written communication are essential.

• 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