Administrative Assistant

Vanguard; Greater London; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

Vanguard in London, England is seeking an Administrative Assistant to support the Europe Technology Directors. The role involves managing calendars, organizing tasks, and coordinating travel across the Europe technology leadership team.

You'll handle travel arrangements, schedule changes, and ensure resources for meetings are ready. This hybrid position requires in-office presence three days per week on Tue, Wed, and Thu, and supports the broader technology operations in Europe.

Qualifications

• Administrative experience supporting senior leaders or executives.
• Excellent calendar management and ability to prioritize tasks.
• Proficient with MS Office tools and communication software.
• Strong organizational and travel coordination skills.

Responsibilities

• Maintain calendars for assigned management and schedule meetings promptly.
• Organize and prioritize daily tasks to meet changing priorities.
• Proactively resolve schedule conflicts with advance notice.
• Arrange travel details and ensure resources for meetings are available.
• Provide administrative support to Europe Technology Directors.

Skills

Calendar management

Meeting coordination

Travel planning

Tools

Microsoft Word

Excel

PowerPoint

Lotus Notes

Visio

Job description

Administrative Assistant Vanguard•London, England, GB

Administrative Assistant

The Role

Administrative support to the Europe Technology Directors, a group of 5 senior leaders. The IT teams support the Europe business, responsible for delivery of systems across FAS and UKPI and internal teams.

In this role you will

• Maintain calendars on a timely and accurate basis for assigned management. Schedules meetings promptly and accurately
• Organize and prioritizes daily tasks to meet changing priorities
• Proactively look for schedule conflicts and mitigate in a timely fashion. Always look out at least 2 weeks in advance to allow for time to make changes. Either makes the changes on your own if you are confident in the resolution or ask the manager how to resolve the conflict
• Allow adequate time for travel between buildings
• Help the manager with staying on time by giving them a timely heads up that they need to finish up in their office and head to a meeting. Ensure appropriate travel time between meetings and avoid scheduling meetings that would require manager to drive back and forth between buildings. If there is a meeting that you are scheduling for manager in another building, try to make it at a time where they may already be traveling, or towards the end of the day so they can just finish my day at that building
• Ensure all the proper resources move when a meeting moves (conference room, 1DECK, video conferencing, etc.)
• Proactively schedule skip levels evenly throughout the year and track completion
• Demonstrate proficiency in the use of personal computing applications including, but not limited to: Microsoft Word, Excel and PowerPoint; Lotus Notes; and Visio
• Provide Travel Support - Be thorough and proactive when making travel arrangements. Think about all the things that manager would need in advance and make the proper arrangements.
• Provide Travel Support - Put all the details of manager’s travel on their calendar at the appropriate times so they can reference the information
• Administrative support for the Technology Directors across Europe

Special Factors

• Vanguard is not offering visa sponsorship for this position
• This is a hybrid position and would require you to work in the office 3 days per week (Tuesday, Wednesday & Thursday)

Why Vanguard?

Vanguard is a different kind of investment company. It was founded in the United States in 1975 on a simple but revolutionary idea: that an investment company should manage its funds solely in the interests of its clients.

This is a philosophy that has helped millions of people around the world to achieve their goals with low-cost, uncomplicated investments.

It's what we stand for: value to investors.

Inclusion Statement

Vanguard’s continued commitment to diversity and inclusion is firmly rooted in our culture. Every decision we make to best serve our clients, crew (internally employees are referred to as crew), and communities is guided by one simple statement: “Do the right thing.”

We believe that a critical aspect of doing the right thing requires building diverse, inclusive, and highly effective teams of individuals who are as unique as the clients they serve. We empower our crew to contribute their distinct strengths to achieving Vanguard’s core purpose through our values.

When all crew members feel valued and included, our ability to collaborate and innovate is amplified, and we are united in delivering on Vanguard's core purpose: to take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.

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.