Administrative Associate

Vanguard Job Opportunity

October 15, 2026

Great leaders need trusted partners. Vanguard is looking for an Administrative Associate to support the sales leadership team. This role sits at the center of a dynamic organization that partners with financial advisors and broker-dealers to help bring Vanguard's investment solutions to millions of investors. As a key partner to senior leadership, you'll help drive efficiency, manage priorities, coordinate critical meetings and events, and ensure leaders can remain focused on delivering exceptional results for clients and business partners.

Job description

Benefits and rewards

Responsibilities

• Manage complex calendars for multiple leaders, prioritizing competing requests, coordinating schedules, and exercising sound judgment to ensure effective use of executive time.
• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
• Follows established procedures and guidelines, with opportunity to exercise independent judgement. Provides guidance to lesser experienced administrative staff.
• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department and leader.
• Orders and inventories department office supplies as needed. Monitors expenditures.
• Edits, formats, and produces various types of documents with attention to detail.
• Performs data entry and maintains both paper and electronic filing/archiving systems.
• Supports individual team members with diary management and scheduling.
• Participates in special projects and performs other duties as assigned.

Responsibilities

• Manage complex calendars for multiple leaders, prioritizing competing requests, coordinating schedules, and exercising sound judgment to ensure effective use of executive time.
• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
• Follows established procedures and guidelines, with opportunity to exercise independent judgement. Provides guidance to lesser experienced administrative staff.
• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department and leader.
• Orders and inventories department office supplies as needed. Monitors expenditures.
• Edits, formats, and produces various types of documents with attention to detail.
• Performs data entry and maintains both paper and electronic filing/archiving systems.
• Supports individual team members with diary management and scheduling.
• Participates in special projects and performs other duties as assigned.

Qualifications

• Minimum of three years administrative or secretarial 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 Secretarial School degree preferred.
• Proven experience supporting multiple executives simultaneously.
• Demonstrated success managing complex calendars across multiple time zones.
• Experience coordinating extensive travel for executives or sales leaders.
• Exceptional organizational skills and attention to detail.
• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work independently, prioritize multiple demands, and adapt quickly to changing priorities.

Preferred Qualifications:

• Experience supporting sales, distribution, wealth management, financial services, or client-facing leadership teams.

• Experience supporting senior leaders with frequent travel schedules and complex itinerary management.

• Experience coordinating large meetings, leadership events, and external client engagements.

• 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.

• Read More

• Our commitment to you

• Vanguard takes the same long-term view of your success—at work and in life—with Benefits and Rewards packages that reflect what you care about, throughout all the phases and stages of your life.

Our Total Rewards programs provide you and your loved ones with wellness support for key areas in your life:

• Financial wellness

• We're committed to enabling your financial success and provide competitive offers and programs.

• Physical wellness

• We're committed to providing benefits that support your physical health and wellness.

• Personal wellness

• We're committed to providing resources that help support the full scope of your life.

• Learn more about our complete benefits and rewards package

• Our commitment to equal employment opportunity

• Vanguard is an equal opportunity employer. Vanguard is committed to providing all crew members a working environment that is free from discrimination, prejudice and bias. Through this Equal Employment Opportunity (EEO) Policy, Vanguard reaffirms its commitment to equal employment opportunity for all applicants and crew members without regard to race, color, national origin or ancestry, religion, gender, sex, sexual orientation, gender identity or expression, age, disability, marital status, veteran or military status. In addition, Vanguard prohibits discrimination based on genetic information, as well as any other characteristic protected by federal, state or local law.

• Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on Vanguard. Please inform careers at Vanguard if you need assistance completing this application or to otherwise participate in the application process.

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• Vanguard is an equal opportunity employer. Vanguard is committed to providing all crew members a working environment that is free from discrimination, prejudice and bias. Through this Equal Employment Opportunity policy, Vanguard reaffirms its commitment to equal employment opportunity for all applicants and crew members without regard to race, color, national origin or ancestry, religion, gender, sex, sexual orientation, gender identity or expression, age, disability, marital status, veteran or military status. In addition, Vanguard prohibits discrimination based on genetic information, as well as any other characteristic protected by federal, state or local law.

• Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilit