Hybrid Administrative Associate: Calendar & Events Lead

Vanguard; 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

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