Administrative Associate

What you'd do

• Proactively manage a complex and ever-changing executive calendar, anticipating and resolving conflicts before they arise.
• Independently prioritize and deconflict meetings based on business needs and leadership priorities.
• Optimize the leader's time by balancing strategic initiatives, operational responsibilities, and key stakeholder engagements.Meeting & Event Coordination
• Organize and coordinate leadership meetings, town halls, offsites, and other events, including logistics, catering, and attendee management.
• Ensure meetings are purposeful, well-planned, and aligned with organizational objectives.Location & Logistics Strategy
• Schedule meetings efficiently across different campus buildings, ensuring appropriate travel time, room availability, technology, and attendee logistics.Travel Coordination
• Plan and execute domestic and international travel arrangements, including required documentation, visas, and itineraries.Operational Support
• Process expense reports.
• Order office supplies and equipment as needed.
• Maintain department distribution lists.

What they want

• Proven experience supporting senior leaders in a large, matrixed organization.
• Exceptional calendar management and prioritization skills, with the ability to proactively make decisions and manage competing demands.
• Strong executive presence, maturity, discretion, and professionalism.
• Ability to remain calm, composed, and solutions-oriented in a fast-paced environment.
• Demonstrated ability to understand organizational priorities and navigate complex leadership dynamics.
• Highly organized with exceptional attention to detail and follow-through.
• Self-directed, focused, and able to maintain productivity despite frequent interruptions and changing priorities.
• Excellent communication, relationship-building, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools including Teams, SharePoint, and Copilot.

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 flexibi…