Administrative Associate, Client Administration

Aplaro Ltd; Malvern; Hybrid; GBP 24,000 - 32,000; Full time

Job summary

Vanguard is seeking an experienced administrative professional to support a busy department in Malvern, providing calendar management, meeting coordination, and high-quality document preparation. The role requires coordination with the internal team to drive priorities and ensure operational excellence.

Requires at least two years of administrative or secretarial experience and a high school diploma or equivalent; an Associate's degree is preferred.

Qualifications

• Minimum of two years administrative or secretarial experience.
• High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred.

Responsibilities

• Communicates continuously with the Vanguard internal administrative team to coordinate coverage, help drive priorities forward, anticipate needs, and ensure operational excellence.
• 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 expenditures.
• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department.
• Follows established procedures and guidelines, with limited opportunity to exercise independent judgement.
• Participates in special projects and performs other duties as assigned.

Skills

Administrative experience

Secretarial experience

Education

High school diploma or equivalent

Associate's degree preferred

Job description

Duties and Responsibilities

• Communicates continuously with the Vanguard internal administrative team to coordinate coverage, help drive priorities forward, anticipate needs, and ensure operational excellence
• 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 expenditures.
• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department.
• Follows established procedures and guidelines, with limited opportunity to exercise independent judgement.
• Participates in special projects and performs other duties as assigned.

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.

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.