Administrative Associate

Vanguard; Malvern (Chester County); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Vanguard in Malvern, PA is seeking an Administrative Assistant to provide executive and departmental support to the Head of HR Strategy & Operations. This hybrid role requires in-office presence Tuesday–Thursday and is ideal for an organized professional who thrives in a fast-paced environment.

You will manage complex calendars, schedule meetings, coordinate travel, prepare memos and reports, and maintain confidential records.

Qualifications

• Minimum three years’ administrative experience in a corporate setting.
• High school diploma required; associate degree preferred.
• Experience supporting multiple leaders and complex calendars.
• Proficient in Microsoft Office and collaboration tools.

Responsibilities

• Manage calendars for multiple leaders and coordinate competing requests.
• Schedule meetings, arrange travel, and prepare materials.
• Provide guidance to colleagues and maintain confidential information.
• Prepare memos, reports, minutes, and presentations.
• Maintain department and leader calendars and filing systems.
• Order office supplies and monitor expenditures.

Skills

Organizational skills

Time management

Communication skills

Prioritization

Education

High school diploma

Associate's degree

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Microsoft Teams

SharePoint

Job description

Vanguard is seeking a highly organized Administrative Assistant to provide executive and departmental support to the Head of HR Strategy & Operations. This role serves as a key partner in supporting a team that helps drive HR Strategy, Planning, Program & Change Management, Operations, Communications, Risk, and Crew Relations. The ideal candidate will thrive in a fast-paced environment, managing complex administrative responsibilities, coordinating schedules and meetings, and ensuring seamless day-to-day operations while maintaining a high level of professionalism and confidentiality. This is a hybrid role requiring in-office presence Tuesday–Thursday, based in Malvern, PA.

Duties and Responsibilities:

• Manage complex calendars for multiple leaders, prioritizing competing requests, coordinating schedules, and exercising sound judgment to ensure effective use of executive time.
• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
• Follows established procedures and guidelines, with opportunity to exercise independent judgement. Provides guidance to lesser experienced administrative staff.
• Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department and leader.
• Orders and inventories department office supplies as needed. Monitors expenditures.
• Edits, formats, and produces various types of documents with attention to detail.
• Performs data entry and maintains both paper and electronic filing/archiving systems.
• Supports individual team members with diary management and scheduling.
• Participates in special projects and performs other duties as assigned.

Required Qualifications:

• Minimum of three years’ administrative or related experience, preferably in a medium-to-large department in a corporate setting.
• High school diploma or an equivalent combination of training and experience; Associate's degree or related degree preferred.
• Experience supporting two or more leaders simultaneously, with the ability to effectively manage competing priorities and scheduling demands.
• Experience managing complex calendars, coordinating travel arrangements and supporting meeting logistics.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and collaboration tools such as Microsoft Teams and SharePoint.
• Strong organizational, time-management and communication skills, with the ability to manage multiple priorities and meet deadlines.
• Ability to maintain accurate records and handle confidential information with discretion and professionalism.

Preferred Qualifications

• Demonstrated ability to work independently while collaborating effectively within a team environment.
• Demonstrated ability to navigate ambiguity, adapt to changing priorities and work effectively in a dynamic, fast-paced environment.
• Professional demeanor with strong interpersonal skills and a customer-service mindset.

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.