About this role
Overview: We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) within GIFS. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities. Key Responsibilities:
• Calendar Management: Maintain a complex and ever-changing calendar, resolving conflicts proactively and rearranging meetings based on priorities. • Event Coordination: Organize and coordinate large meetings and events, (e.g., town halls, leadership sessions), including logistics and catering. • Location Strategy: schedule meetings efficiently, ensuring appropriate travel time and logistics across locations. Ensure all resources (rooms, attendees, technology) are updated accordingly. • Travel Coordination: Plan and execute travel arrangements including international travel with required documentation, visas, vaccinations, etc. • Process expense reports • Order equipment/inventory department office supplies as needed. • Maintain department distribution lists • Participates in special projects and performs other duties as assigned. Qualifications:
• Strong organizational and prioritization skills in a fast-paced environment • High attention to detail and ability to anticipate needs • Deep understanding of Executive Leadership cadence and presence • Excellent communication and problem-solving skills • Ability to work independently while collaborating across teams • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, Co-Pilot 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.