What You’ll Do:
- Calendar Management: Oversee a dynamic, complex calendar across multiple time zones. Proactively prioritize, schedule, and adjust meetings to optimize time.
- Travel & Event Coordination: Arrange travel logistics and prepare meeting spaces. Plan and execute on-site and offsite events, including multi-day sessions.
- Operational Support: Manage executive conference room bookings, assist with alternate space arrangements, and monitor office supply inventory.
- Meeting Preparation: Ensure readiness by reviewing schedules, coordinating attendees, and organizing necessary materials.
- Communication Excellence: Handle phone and email correspondence with accuracy and professionalism. Maintain department distribution lists.
- Expense Oversight: Prepare and process expense reports promptly and accurately.
- Professional Representation: Serve as a liaison with senior leaders and external partners, demonstrating discretion, and professionalism at all times.
- Special Projects: Contribute to department initiatives and take on additional responsibilities as needed.
What We’re Looking for:
- Proven experience as an Executive Assistant or in a senior administrative role supporting leadership.
- Exceptional organizational and time-management skills with the ability to juggle multiple priorities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
- Ability to work independently and collaboratively in a fast-paced, dynamic environment.
- High level of professionalism, discretion, and sound judgment.
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.