Administrative Associate

Overview:
We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) within GIFS. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities.

Key Responsibilities:

• Calendar Management: Maintain a complex and ever-changing calendar, resolving conflicts proactively and rearranging meetings based on priorities.
• Event Coordination: Organize and coordinate large meetings and events, (e.g., town halls, leadership sessions), including logistics and catering.
• Location Strategy: schedule meetings efficiently, ensuring appropriate travel time and logistics across locations. Ensure all resources (rooms, attendees, technology) are updated accordingly.
• Travel Coordination: Plan and execute travel arrangements including international travel with required documentation, visas, vaccinations, etc.
• Process expense reports
• Order equipment/inventory department office supplies as needed.
• Maintain department distribution lists
• Participates in special projects and performs other duties as assigned.

Qualifications:

• Strong organizational and prioritization skills in a fast-paced environment
• High attention to detail and ability to anticipate needs
• Deep understanding of Executive Leadership cadence and presence
• Excellent communication and problem-solving skills
• Ability to work independently while collaborating across teams
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, Co-Pilot

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.