Administrative Associate

Vanguard; Malvern (Chester County); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Vanguard is seeking a highly organized Administrative Associate to support a senior leader in our IT Division. The role requires an experienced executive support professional who thrives in a fast-paced, complex organization and serves as a trusted partner to leadership.

The ideal candidate anticipates needs, proactively manages priorities, and navigates organizational complexity with professionalism. This is a hybrid role based in Malvern, PA, with responsibilities spanning calendar management,

Qualifications

• Proven experience supporting senior leaders in a large, matrixed organization.
• Exceptional calendar management and prioritization skills with the ability to proactively make decisions.
• Strong executive presence, maturity, discretion, and professionalism.
• Ability to remain calm and solutions-oriented in a fast-paced environment.
• Demonstrated ability to understand organizational priorities and navigate leadership dynamics.

Responsibilities

• Proactively manage a complex executive calendar and resolve conflicts before they arise.
• Organize leadership meetings, town halls, and events with logistics and attendee management.
• Schedule meetings across multiple campus buildings with travel time and room logistics.
• Plan and coordinate domestic and international travel arrangements and itineraries.
• Process expense reports and order office supplies as needed.
• Maintain department distribution lists and participate in special projects.

Skills

Calendar management

Prioritization

Executive presence

Discretion

Communication

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Copilot

Job description

Provides administrative support to a department and senior leader (MD-1).

Overview

We are seeking a highly organized, proactive Administrative Associate to support a senior leader within our IT Division. This role requires an experienced executive support professional who thrives in a fast-paced, complex organization and serves as a trusted partner to leadership.

The ideal candidate anticipates needs before they arise, proactively manages competing priorities, and confidently navigates organizational complexity with professionalism and sound judgment. They remain calm under pressure, stay focused amid constant change and distractions, and can independently make decisions that keep priorities moving forward.

Key Responsibilities

Calendar Management

• Proactively manage a complex and ever-changing executive calendar, anticipating and resolving conflicts before they arise.
• Independently prioritize and deconflict meetings based on business needs and leadership priorities.
• Optimize the leader's time by balancing strategic initiatives, operational responsibilities, and key stakeholder engagements.

Meeting & Event Coordination

• Organize and coordinate leadership meetings, town halls, offsites, and other events, including logistics, catering, and attendee management.
• Ensure meetings are purposeful, well-planned, and aligned with organizational objectives.

Location & Logistics Strategy

• Schedule meetings efficiently across different campus buildings, ensuring appropriate travel time, room availability, technology, and attendee logistics.

Travel Coordination

• Plan and execute domestic and international travel arrangements, including required documentation, visas, and itineraries.

Operational Support

• Process expense reports.
• Order office supplies and equipment as needed.
• Maintain department distribution lists.
• Participate in special projects and perform other duties as assigned.

Qualifications

• Proven experience supporting senior leaders in a large, matrixed organization.
• Exceptional calendar management and prioritization skills, with the ability to proactively make decisions and manage competing demands.
• Strong executive presence, maturity, discretion, and professionalism.
• Ability to remain calm, composed, and solutions-oriented in a fast-paced environment.
• Demonstrated ability to understand organizational priorities and navigate complex leadership dynamics.
• Highly organized with exceptional attention to detail and follow-through.
• Self-directed, focused, and able to maintain productivity despite frequent interruptions and changing priorities.
• Excellent communication, relationship-building, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools including Teams, SharePoint, and Copilot.

Ideal Candidate

A proactive, strategic thinker who consistently looks ahead, exercises sound judgment without needing detailed direction, and provides a steady, dependable presence while supporting senior leadership.

Special Factors

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.