Make an impact from day one
We’re looking for a proactive, detail‑oriented professional who thrives in a fast‑paced environment. In this role, you’ll support a team of three or more specialists within a matrix leadership structure, ensuring seamless coordination, strong communication flow, and exceptional administrative support.
You’ll join a collaborative Administrative Assistant team that values precision, partnership, and service excellence. This role is an opportunity to build foundational administrative expertise while gaining exposure to cross‑functional teams and senior leadership.
What You’ll Do
Core Responsibilities
- Calendar & Scheduling Management:
Coordinate and maintain complex calendars for multiple specialists across a matrix structure, including scheduling meetings, tracking attendance, and ensuring proactive alignment of priorities. - Meeting & Logistics Coordination:
Schedule meetings, reserve locations, prepare materials, track attendees, and support execution of team-wide logistics. - Travel & Expense Support:
Arrange travel, assist with itineraries, submit expense reports, and coordinate catering or refreshments as needed. - Administrative Operations:
Prepare memos, correspondence, reports, presentations, and meeting minutes with accuracy and professionalism. - Departmental Support:
Order and inventory office supplies; support crew movement and facilities coordination through Planon as required. - Documentation & Organization:
Maintain digital and physical files, manage departmental calendars, and ensure documentation is current and accessible. - Cross‑Functional Collaboration:
Provide administrative support that represents PITech and its leaders with professionalism in all interactions. - Special Projects:
Participate in department initiatives, process improvements, and other duties as assigned.
What You’ll Bring
Qualifications
- Minimum 2 years of administrative or secretarial experience, preferably supporting a medium-to-large corporate department.
- High school diploma or equivalent; Associate degree or Secretarial School background preferred.
- Excellent communication skills, professional presence, and the ability to interact with leaders and cross‑functional teams.
- Strong organizational skills with demonstrated ability to prioritize multiple tasks in a fast‑paced environment.
- Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) for scheduling, communication, and document creation.
- Proven ability to coordinate travel and manage expense reporting with attention to detail.
- A collaborative mindset and a positive, service‑oriented approach to teamwork.
Why This Role Matters
Your work ensures that specialists and leaders remain focused on what matters most. By managing logistics, communication, and operations across a matrix team, you play a critical role in keeping the organization running smoothly and efficiently.
This position offers significant exposure, hands‑on learning, and a strong pathway for growth into deeper administrative responsibilities.
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.