Administrative Assistant

Vanguard; Greater London; Hybrid; GBP 23,000 - 29,000; Full time

Job summary

Vanguard in London is seeking an Administrative Assistant to provide comprehensive support to the Europe Technology Directors, a group of five senior leaders. The role involves calendar management, arranging meetings, and coordinating travel across Europe to support delivery of systems for FAS and UKPI.

The position is hybrid, requiring in-office presence three days a week (Tuesday to Thursday). Strong organisational and proactive collaboration skills are essential to keep executives on schedule

Qualifications

• Organisational skills, time management and proactive approach.
• Ability to build relationships and work with senior leaders.
• Strong attention to detail and prioritisation capabilities.

Responsibilities

• Maintain calendars for assigned management; schedule meetings promptly and accurately.
• Organize and prioritise daily tasks to meet changing priorities.
• Proactively identify schedule conflicts and mitigate in advance.
• Coordinate travel times and arrangements to ensure timely arrivals.
• Provide timely heads-up to managers to finish meetings and travel between buildings.
• Ensure resources (conference rooms, 1DECK, video conferencing) move with meetings.
• Schedule skip-level meetings evenly throughout the year and track completion.
• Demonstrate proficiency with Word, Excel, PowerPoint, Lotus Notes and Visio.
• Provide Travel Support by documenting travel details on calendars.

Skills

Organisational skills

Time management

Relationship building

Proactive

Tools

Microsoft Word

Excel

PowerPoint

Lotus Notes

Visio

Job description

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.

Job Title

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

What It Takes

Organisational skills, time management skills, relationship builder, proactive.

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)
• Please note that we review applications on a rolling basis and may close this role early if there is a high level of interest. To avoid missing out, we recommend applying as soon as possible

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.