Administrative Associate

Role overview

This position supports senior leaders by keeping daily operations organized, coordinating schedules and logistics, and helping ensure smooth interactions for both internal teams and outside stakeholders. It is a hands-on role for someone who works well in a changing, fast-moving environment, can juggle shifting priorities, and pays close attention to details. The opportunity includes regular exposure to leadership, the chance to build relationships across departments, and a role in supporting a high-performing team.

Key responsibilities

• Partner closely and confidentially with executive leadership to support day-to-day needs.
• Coordinate and oversee logistics for department meetings and conferences.
• Prepare documents and other materials needed for team meetings.
• Manage calendars and schedule appointments efficiently.
• Arrange travel plans for senior leaders.
• Create reports and presentations as needed.
• Welcome and manage site visitors.
• Serve as a contact point for internal stakeholders and external clients or vendors.
• Help monitor and track departmental expenses.
• Support training activities and peer coaching.
• Cover responsibilities for other department administrators during PTO.
• Provide on-site support for visiting Principals.
• Work proactively with the Admin Supervisor to take on additional tasks that benefit the broader Self-Directed Departments.
• Contribute to special projects and complete other assigned duties.

Qualifications

The role calls for at least 2 years of administrative or secretarial experience, ideally within a medium to large corporate department. A high school diploma or an equivalent mix of training and experience is required, while an associate degree or bachelor’s degree is preferred. The right candidate should bring strong organization, time management, and prioritization skills, along with a sharp eye for detail and strong follow-through. Success in this role also depends on the ability to manage several responsibilities at once, adjust quickly to evolving business needs, communicate effectively across all levels of the organization, and handle sensitive information with care and discretion.

Special factors

Visa sponsorship is not available for this position.

About Vanguard

Vanguard is guided by a long-term mission focused on improving clients’ financial wellbeing through products and services that make a meaningful difference. The company emphasizes learning, development, and collaboration across its teams and locations.

Working model

Vanguard uses a hybrid working approach for most crew members, aiming to balance flexibility with in-person learning, collaboration, and connection. The company believes this collaborative culture helps support strong client outcomes and a better employee experience.