Administrative Associate

Aplaro Ltd; Malvern; Hybrid; GBP 25,000 - 32,000; Full time

Job summary

Vanguard in Malvern is seeking an Administrative Associate to support our department with proactive scheduling, event coordination, travel arrangements, and expense reporting. You will manage complex calendars, organize on-site and off-site events, and ensure professional representation in communications with senior leaders and vendors.

The ideal candidate has at least 3 years of administrative experience, strong Microsoft Office skills, and a proven ability to handle confidential information

Qualifications

• Minimum of 3 years of administrative experience.
• High school diploma or equivalent; an associate degree is preferred.
• Strong organizational and interpersonal skills with attention to detail.
• Ability to follow procedures and exercise independent judgment.

Responsibilities

• Manage complex schedules and calendar arrangements.
• Organize events, including on-sites and offsites.
• Handle expense reports and office supplies inventory.
• Provide timely management of phone and email messages.
• Prepare meetings and coordinate attendees and materials.
• Represent the department professionally when interacting with senior leaders and vendors.
• Identify clients and their contacts quickly, and coordinate travel documents.
• Coordinate travel arrangements, including international trips.
• Own executive conference room requests and assist with space planning.
• Participate in special projects and other duties as assigned.

Skills

Microsoft Office

Organizational skills

Time management

Communication skills

Attention to detail

Confidential information handling

Education

High school diploma

Associate degree preferred

Tools

SharePoint

Teams

Google Workspace

Outlook

Excel

Job description

As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our department. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, and providing top-notch administrative support. This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism.

Key Responsibilities

• Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
• Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
• Expense Management: Manage expense reports and order/inventory department office supplies as needed.
• Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
• Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
• Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
• Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.
• Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).
• Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
• Special Projects: Participate in special projects and perform other duties as assigned.

Qualifications

• Experience: Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.
• Education: High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred.
• Skills: Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment. Proficiency with Microsoft Office products. Strong organizational and interpersonal skills. Ability to take direction, be adaptable, and balance multiple priorities. A positive and collaborative demeanor. 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. Strong time management, attention to detail, organizational skills, and verbal/written communication are essential. Ability to multitask and handle confidential information with discretion.

Why Join Us?

This is an exciting opportunity to be part of a dynamic team where your contributions will make a significant impact. This role is for you if you are a motivated individual with a passion for administrative excellence and a desire to work in a collaborative environment.

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.