Administrative Senior Associate

Administrative Senior Associate

Vanguard Job Opportunity

Location(s) Malvern, PA, US

Work model Hybrid

Date posted October 14, 2026

Job requisition 180540

Job description

We are seeking a highly organized, proactive, and professional Administrative Assistant to support the Board Relations team within the Office of the Corporate Secretary. This role operates in a fast-paced, high-visibility environment and requires exceptional organizational skills, professionalism, and the ability to manage competing priorities effectively.

This role requires exceptional stakeholder management, strong communication skills, and the ability to effectively manage competing priorities. The successful candidate will coordinate complex calendars, support executive, and board-related activities, and serve as a key liaison with internal and external stakeholders.

This position plays a critical role in planning and executing board committee meetings, managing travel arrangements, partnering with event planning teams, and coordinating industry guest speakers. The individual will interact directly with senior leaders, board members, and external stakeholders, requiring a high level of discretion, professionalism, and attention to detail.

Flexibility in working hours is needed to support meetings and events that may occur outside of standard business hours.

Responsibilities

• Manage complex calendars and scheduling for senior leaders and key stakeholders.
• Coordinate board committee meetings, including logistics, travel arrangements, and event planning activities.
• Partner directly with board members, industry guest speakers, and external stakeholders.
• Prioritize multiple requests and deadlines while maintaining a high level of accuracy and responsiveness.
• Build strong relationships across internal and external stakeholder groups.
• Support events and special initiatives involving executive leadership and high-profile participants.
• Demonstrate flexibility and adaptability to meet changing business needs and schedules.

Qualifications

• Minimum 1+ years of administrative, executive support, or related experience, preferably within a mid- to large-sized corporate environment.

• Proven experience managing complex executive calendars and schedules, travel coordination, meeting planning, documentation, data entry, and internal/external communications.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with collaboration tools such as SharePoint and Teams.

• Strong time management, organizational, and prioritization skills with exceptional attention to detail.

• Excellent verbal and written communication skills and the ability to interact professionally with a wide range of stakeholders.

• Ability to manage multiple priorities simultaneously in a fast-paced environment while maintaining accuracy and responsiveness.

• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.

• Professional demeanor with the ability to work independently and collaboratively across teams.

• High school diploma or equivalent combination of education and experience required; Associate's degree, administrative certification, or related training preferred.

• Flexibility to support meetings, events, and business needs outside of standard working hours.

• 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.

• 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.

• 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 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.