Administrative Associate: Service & Operations, Advice & Wealth Management

Vanguard • Malvern, PA • 3d ago

We are seeking a highly organized and proactive Administrative Assistant to support the Head of Advice & Wealth Management Service & Operations department.

Key Responsibilities

Provide high-level administrative support including calendar management, meeting coordination, travel arrangements, and expense reporting.

Coordinate logistics for leadership meetings, forums, and events, including materials preparation and attendee communications.

Maintain confidentiality and discretion in handling sensitive information.

Assist with operational tasks such as equipment requests, workspace coordination, and technology setup in partnership with site support teams.

Qualifications

Minimum of two years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting.

Exceptional organizational and time management skills with the ability to manage multiple priorities.

Strong written and verbal communication skills.

Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.

Passion to work independently and collaboratively in a fast-paced, dynamic environment.

Demonstrated professionalism, discretion, and judgment.

High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred.

Preferred Attributes

Experience supporting hybrid teams and managing virtual meeting logistics.

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.

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