Administrative Associate

We’re looking for a proactive, detail-oriented professional who thrives in a fast-paced environment. You bring excellent communication skills, a knack for scheduling and logistics, and the ability to manage multiple priorities with grace.

You’ll be part of an Administrative Assistant team that values collaboration, precision, and service excellence. Your work will help ensure that our leaders and teams stay focused and productive.

This role is a gateway to developing deeper administrative expertise and offers exposure to cross-functional teams and senior leadership. Join a team where your contributions are valued, your growth is supported, and your impact is felt.

Core Responsibilities

• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
• Orders and inventories department office supplies as needed. Monitors and reports expenditures.
• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department.
• Participates in special projects and performs other duties as assigned.
• Effectively represent Chief Data & Analytics Office (CDAO) and its leaders efficiently with a consistently high level of professionalism.

Qualifications

• Minimum of two 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.
• Excellent communication skills and professional presence
• Proficiency in Microsoft Teams, Outlook Calendar for scheduling and communication.
• Demonstrated ability to plan travel and manage expense reporting effectively.

Preferred skills

Experience with the following tools and platforms will enhance your success in this role:

• Tableau – for data visualization and reporting
• Microsoft Excel – for data organization and analysis
• Microsoft PowerPoint – for creating polished presentations

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.

Special Factors

Sponsorship

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.