Executive Administrator – Fund Services and Oversight

Executive Administrator – Fund Services and Oversight

Location: Malvern, PA, US Work model: Hybrid Date posted: October 13, 2026

Job description

Benefits and rewards

Are you an experienced executive administrator who enjoys partnering closely with senior leaders, managing complex priorities, and serving as a trusted advisor behind the scenes? Vanguard is seeking a proactive Executive Administrator to support a senior leader within Fund Services & Oversight (FSO), a division that helps oversee the operations, financial reporting, compliance, treasury activities, and strategic partnerships that support Vanguard's investment products. In this highly visible role, you'll work with executive leadership, key business partners, and external stakeholders while helping drive the day-to-day coordination that enables business success.

Core Responsibilities

• Provide proactive, high-touch administrative support to the executive, maintaining a forward-looking view of priorities, commitments, and preparation needs.
• Manage a complex executive calendar with sound judgment, balancing competing priorities, protecting time, anticipating conflicts, and recommending solutions.
• Coordinate internal and external engagements, including leadership, board-related, regulatory, and strategic partner meetings, ensuring appropriate preparation and follow-through.
• Apply business context and executive-level judgment to identify dependencies, emerging issues, and opportunities requiring attention or escalation.
• Arrange domestic and international travel, manage expense reporting, and coordinate related logistics.
• Serve as a trusted point of contact for senior leaders, internal business partners, and external organizations.
• Support special projects and administrative initiatives while contributing to a collaborative administrative community through shared practices, resources, and coverage.

Qualifications

• Minimum of five years of administrative or related experience required.

• Experience supporting senior executives or executive leadership strongly preferred.

• Demonstrated success managing complex calendars, travel, and executive-level priorities.

• Strong organizational, communication, and relationship-management skills.

• Proven ability to exercise sound judgment, anticipate needs, and work independently.

• Ability to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and discretion.

• High school diploma required; Associate's degree or related degree preferred.

• 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 and to lead through product and services that transform their lives.

• Our hybrid working model supports flexibility while enabling in-person learning, collaboration, and connection.

• Our total rewards programs provide wellness support for key areas in life, including financial, physical, and personal wellness.

• Our commitment to equal employment opportunity

• Vanguard is an equal opportunity employer. We strive to provide a working environment free from discrimination, prejudice, and bias. Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. Please inform us if you need assistance completing the application or participating in the process.