<p>Provides administrative support to a department and senior leader (MD-1).</p> <p>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.</p> <p>Duties and Responsibilities</p> <ul> <li> <p>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.</p> </li><li> <p>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.</p> </li><li> <p>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.</p> </li><li> <p>Expense & Supply Management: Process expense reports, monitor departmental expenditures, and order/inventory office supplies as needed.</p> </li><li> <p>Professional Support: Provide guidance to less experienced administrative staff and support individual team members with diary management and scheduling.</p> </li><li> <p>Special Projects: Participate in special projects and perform other duties as assigned.</p> </li></ul> <p>Qualifications</p> <ul> <li> <p>Minimum of three years administrative or related experience, preferably in a medium to large size department in a corporate setting.</p> </li><li> <p>High school diploma or an equivalent combination of training and experience; Associate's degree or related degree preferred.</p> </li><li> <p>Experience working with C-level executives is preferred but not required.</p> </li><li> <p>Skills:</p> </li><li> <p>Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.</p> </li><li> <p>Proficiency with Microsoft Office products.</p> </li><li> <p>Strong organizational and interpersonal skills.</p> </li><li> <p>Ability to take direction, be adaptable, and balance multiple priorities.</p> </li><li> <p>A positive and collaborative demeanor.</p> </li><li> <p>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.</p> </li><li> <p>Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.</p> </li><li> <p>Ability to multitask and handle confidential information with discretion.</p> </li></ul> <p>Special Factors</p> <p>Sponsorship</p> <p>Vanguard is not offering visa sponsorship for this position.</p> <p>About Vanguard</p> <p>At Vanguard, we don't just have a mission-we're on a mission.</p> <p>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.</p> <p>How We Work</p> <p>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.</p>