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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

+ Calendar & Meeting Management: Maintain complex and dynamic calendars for leaders and team members, proactively scheduling, rearranging, and coordinating meetings based on priorities. Ensure attendees have required materials and track attendance.

+ Communication & Coordination: Answer and manage phone calls and emails, relay messages accurately, and maintain department distribution lists. Represent the department professionally when interacting with senior leaders, clients, and vendors.

+ Travel & Event Coordination: Arrange domestic and international travel, including required documentation and materials. Organize and coordinate events such as on-sites and offsites, including logistics, refreshments, and conference room management.

+ Expense & Supply Management: Process expense reports, monitor departmental expenditures, and order/inventory office supplies as needed.

+ Professional Support: Provide guidance to less experienced administrative staff and support individual team members with diary management and scheduling.

+ Special Projects: Participate in special projects and perform 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.