Vanguard

Administrative Associate

Vanguard

full-time

Posted on:

Location Type: Hybrid

Location: Malvern • North Carolina • Pennsylvania • United States

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About the role

  • Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
  • Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
  • Expense Management: Manage expense reports and order/inventory department office supplies as needed.
  • Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
  • Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
  • Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
  • Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.
  • Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).
  • Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
  • Special Projects: Participate in special projects and perform other duties as assigned.

Requirements

  • Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.
  • High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred.
  • Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
  • Ability to multitask and handle confidential information with discretion.
  • Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
  • 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.
  • A positive and collaborative demeanor.
  • Ability to take direction, be adaptable, and balance multiple priorities.
  • Strong organizational and interpersonal skills.
  • Proficiency with Microsoft Office products.
Benefits
  • Health insurance
  • Retirement plans
  • Paid time off
  • Flexible working arrangements
  • Professional development opportunities
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementevent coordinationexpense managementmeeting preparationtravel coordinationconference room managementmultitaskingattention to detailtime managementorganizational skills
Soft Skills
communicationprofessional representationcollaborative demeanoradaptabilitydiscretioninterpersonal skillsability to take directionindependent judgmentability to balance prioritiesstrong verbal/written communication
Certifications
high school diplomaassociate degree