Administrative Associate: Participant Financial Success, Workplace Solutions

Provides administrative support to a department and senior leader (MD-1).Make an impact at the center of leadershipWe’re seeking an experienced and proactive Administrative Associate to support a senior executive, the Head of Participant Financial Success and collaborate across a broader senior leadership team, including direct engagement with Managing Directors. This is a high-visibility role that sits at the intersection of leadership decision-making, requiring exceptional judgment, precision, and the ability to navigate a dynamic, matrixed environment.If you thrive in fast-paced settings, anticipate needs before they arise, and take pride in delivering seamless executive support—this is your opportunity to partner closely with senior leaders and make a meaningful impact every day.What You’ll DoExecutive & Leadership SupportProvide dedicated administrative support to a senior leader while coordinating across multiple senior leadership stakeholders, including Managing DirectorsNavigate competing priorities across leadership teams, ensuring alignment and smooth coordination in a matrixed environmentBuild trusted relationships and serve as a reliable point of contact across internal and external partnersCalendar & Meeting Management (Core Focus)Manage a highly complex, ever-changing executive calendar with precision, prioritizing competing demands and shifting business needsCoordinate meetings across multiple leadership layers, ensuring alignment of priorities, attendees, and logisticsAnticipate scheduling conflicts and proactively adjust to optimize leader effectivenessTravel & Logistics CoordinationPlan and manage domestic and international travel, including detailed itineraries, accommodations, and meeting logisticsEnsure seamless execution of travel plans and adjust quickly to changes in real timeCoordinate associated logistics, including materials, agendas, and follow-up actionsOperational Excellence & ExecutionPrepare leaders for meetings by organizing materials, agendas, and key logistics ahead of timeManage communications with professionalism and accuracy, representing leadership with confidencePartner across teams to drive efficient workflows and support high-impact initiativesWhat You’ll BringExperience & Expertise5+ years of administrative experience supporting senior executives in a complex, fast-paced organizationProven experience managing complex calendars, travel coordination, and executive-level logisticsDemonstrated ability to support multiple leaders and navigate competing prioritiesCore CapabilitiesExceptional attention to detail and organizational disciplineStrong judgment and ability to operate with discretion in high-visibility situationsProactive mindset with the ability to anticipate needs and solve problems independentlyHigh level of professionalism and confidence interacting with senior leadersTechnical SkillsAdvanced proficiency in Microsoft Office, especially Outlook for calendar managementExperience coordinating travel and managing logistics tools (e.g., expense systems, booking platforms)Special FactorsSponsorshipVanguard is not offering visa sponsorship for this position.About VanguardAt 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 WorkVanguard 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.