We are looking for a highly organized and proactive Administrative Assistant to provide support to the Head of Digital & Analytics in our Personal Investor division. This position plays an important role in ensuring efficient daily operations, allowing the Head of Digital & Analytics to concentrate on strategic priorities and leadership tasks within a complex matrix structure.
Duties and Responsibilities
Answers telephones, takes and relays messages, and coordinates continuous telephone coverage with other administrative assistants.
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.
Participates in special projects and performs other duties as assigned.
Qualifications
Minimum of three years administrative or related experience, preferably in a medium to large size department in a corporate setting.
High school diploma or an equivalent combination of training and experience; Associate's degree or related degree preferred.
Experience working with C-level executives is preferred but not required.
Skills:
Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
Proficiency with Microsoft Office products.
Strong organizational and interpersonal skills.
Ability to take direction, be adaptable, and balance multiple priorities.
A positive and collaborative demeanor.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.
Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
Ability to multitask and handle confidential information with discretion.
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.