Duties and Responsibilities:
- Manage complex calendars for multiple leaders, prioritizing competing requests, coordinating schedules, and exercising sound judgment to ensure effective use of executive time.
- Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
- Follows established procedures and guidelines, with opportunity to exercise independent judgement. Provides guidance to lesser experienced administrative staff.
- Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
- Maintains calendar for department and leader.
- Orders and inventories department office supplies as needed. Monitors expenditures.
- Edits, formats, and produces various types of documents with attention to detail.
- Performs data entry and maintains both paper and electronic filing/archiving systems.
- Supports individual team members with diary management and scheduling.
- Participates in special projects and performs other duties as assigned.
Required Qualifications:
- Minimum of three years’ administrative or related experience, preferably in a medium-to-large department in a corporate setting.
- High school diploma or an equivalent combination of training and experience; Associate's degree or related degree preferred.
- Experience supporting two or more leaders simultaneously, with the ability to effectively manage competing priorities and scheduling demands.
- Experience managing complex calendars, coordinating travel arrangements and supporting meeting logistics.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and collaboration tools such as Microsoft Teams and SharePoint.
- Strong organizational, time-management and communication skills, with the ability to manage multiple priorities and meet deadlines.
- Ability to maintain accurate records and handle confidential information with discretion and professionalism.
Preferred Qualifications
- Demonstrated ability to work independently while collaborating effectively within a team environment.
- Demonstrated ability to navigate ambiguity, adapt to changing priorities and work effectively in a dynamic, fast-paced environment.
- Professional demeanor with strong interpersonal skills and a customer-service mindset.
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 Work
Vanguard 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.