Administrative Associate

Vanguard; Scottsdale (AZ); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Vanguard in Scottsdale, AZ is seeking an experienced administrative professional to manage complex calendars for multiple leaders, coordinate meetings and travel, and ensure efficient use of executive time.

You will prepare memos, reports, minutes, and presentations, maintain department calendars, and support diary management. The role requires strong organization, attention to detail, and the ability to adapt to changing priorities in a hybrid work environment.

Qualifications

• Minimum of three years administrative or secretarial experience in a corporate setting.
• Experience supporting multiple executives and complex calendars.
• Proven ability to coordinate extensive travel for leaders.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage complex calendars for multiple leaders and prioritize requests.
• Schedule meetings, coordinate locations, notify participants and track attendance.
• Make travel arrangements and order refreshments if needed.
• Prepare memos, correspondence, reports, minutes, and presentations.
• Maintain calendars and archives, and support diary management.
• Order and track department supplies and monitor expenditures.
• Edit and format documents with attention to detail.
• Support data entry and filing systems, paper and electronic.
• Assist team members with scheduling and diary management.
• Participate in special projects as assigned.

Skills

Calendar management

Travel coordination

Executive support

Independent work

Time zone management

Attention to detail

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

PowerPoint

Excel

Job description

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.

Qualifications:

• Minimum of three 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.
• Proven experience supporting multiple executives simultaneously.
• Demonstrated success managing complex calendars across multiple time zones.
• Experience coordinating extensive travel for executives or sales leaders.
• Exceptional organizational skills and attention to detail.
• Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work independently, prioritize multiple demands, and adapt quickly to changing priorities.

Preferred Qualifications:

• Experience supporting sales, distribution, wealth management, financial services, or client-facing leadership teams.
• Experience supporting senior leaders with frequent travel schedules and complex itinerary management.
• Experience coordinating large meetings, leadership events, and external client engagements.

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.