Office Support Specialist

About Vanguard
Founded in 1975, Vanguard is one of the world's leading investment management companies. The firm offers investments, advice, and retirement services to tens of millions of individual investors around the globe—directly, through workplace plans, and through financial intermediaries.

 

Vanguard’s India Office

Vanguard’s office in India is a significant milestone in our global expansion. We are committed to establishing an enduring technology center in Hyderabad, Telangana and are excited to be adding talent who will focus on Artificial Intelligence (AI), mobile, and cloud-based technologies that drive our business outcomes and deliver a world-class experience for our clients.  

Role Summary

This role provides administrative support to a member of Senior Staff with limited direction and executes responsibilities with significant discretion and judgment. This role also supports document formatting, data entry, and electronic filing, ensuring efficient administrative operations.

Responsibilites
1. Maintains regular contact with industry and government officials, and senior management internally and external firms. Answers telephones, takes and relays messages, interfaces consistently with clients and crew in various offices.
2. Maintains calendar for division's senior staff member.
3. Schedules meetings, coordinates location, notifies parties, and tracks attendance. Orders refreshments if necessary.
4. Plans and books all domestic and international travel arrangements for executive. Reconciles credit card expenses and processes expense claims on behalf of executive.
5. Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
6. Holds and leads meetings with divisional administrative assistants.
7. Operates using highest level of discretion and confidentiality and detailed knowledge of business operations.
8. Participates in special projects and performs other duties as assigned.
9. Edits, formats, and produces documents with a high level of accuracy and professionalism.
10. Manages data entry tasks and organizes both paper and electronic filing/archiving systems.
11. Receives and relays telephone messages from internal and external stakeholders.

Qualifications and Skills

• Minimum 3 years of experience in administrative or secretarial roles supporting senior executives.
• High school diploma or equivalent required; Associate’s degree or Secretarial School certification preferred.
• Good to have skills in calendar and travel management, meeting coordination, professional communication, document preparation, expense reconciliation, and discretion with sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), scheduling tools (e.g., Microsoft Teams, Zoom), and digital filing systems.
• Strong organizational skills, attention to detail, time management, verbal and written communication, and ability to multitask under limited supervision.

Location

This role is based in Hyderabad, Telangana at Vanguard’s India office. Only qualified external applicants will be considered.

Our mission

Vanguard adheres to a simple purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.

 

Our commitment to you 

Vanguard takes the same long-term view of your success—at work and in life—with Benefits and Rewards packages that reflect what you care about, throughout all the phases and stages of your life. Our Total Rewards programs provide you and your loved ones with wellness support for key areas in your life: 

Financial wellness 
We're committed to enabling your financial success and provide competitive offers and programs. 

Physical wellness 
We're committed to providing benefits that support your physical health and wellness. 

Personal wellness 
We're committed to providing resources that help support the full scope of your life. 

How we work

Vanguard has implemented a hybrid working model for most of our employees (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.