Administrative Senior Associate

The Vanguard Group; Malvern (Chester County); Hybrid; USD 50,000 - 65,000; Full time

Job summary

The Vanguard Group in Malvern is seeking an Administrative Assistant to support the Board Relations team within the Office of the Corporate Secretary. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities in a high-visibility environment.

You will coordinate complex calendars, travel, and meeting logistics while partnering with board members and external stakeholders. The position offers hybrid work and exposure to senior leadership.

Qualifications

• Minimum 1+ years of administrative or executive support experience.
• Experience coordinating complex calendars, travel, and meeting planning.
• Proficiency with Microsoft Office; SharePoint and Teams experience.
• Strong time management and exceptional attention to detail.
• Excellent verbal and written communication with stakeholders.
• Ability to handle confidential information with discretion.
• Professional demeanor; able to work independently and collaboratively.

Responsibilities

• Manage complex calendars and scheduling for senior leaders and key stakeholders.
• Coordinate board committee meetings, including logistics, travel arrangements, and event planning activities.
• Partner directly with board members, industry guest speakers, and external stakeholders.
• Prioritize multiple requests and deadlines while maintaining a high level of accuracy and responsiveness.
• Build strong relationships across internal and external stakeholder groups.
• Support events and special initiatives involving executive leadership and high-profile participants.
• Demonstrate flexibility and adaptability to meet changing business needs and schedules.

Skills

Calendar management

Stakeholder management

Communication skills

Time management

Prioritization

Attention to detail

Professional demeanor

Team collaboration

Education

High school diploma or equivalent

Associate’s degree

Administrative certification

Related training

Tools

Microsoft Outlook

Word

Excel

PowerPoint

SharePoint

Teams

Job description

We are seeking a highly organized, proactive, and professional Administrative Assistant to support the Board Relations team within the Office of the Corporate Secretary. This role operates in a fast-paced, high-visibility environment and requires exceptional organizational skills, professionalism, and the ability to manage competing priorities effectively. This role requires exceptional stakeholder management, strong communication skills, and the ability to effectively manage competing priorities. The successful candidate will coordinate complex calendars, support executive, and board-related activities, and serve as a key liaison with internal and external stakeholders. This position plays a critical role in planning and executing board committee meetings, managing travel arrangements, partnering with event planning teams, and coordinating industry guest speakers. The individual will interact directly with senior leaders, board members, and external stakeholders, requiring a high level of discretion, professionalism, and attention to detail. Flexibility in working hours is needed to support meetings and events that may occur outside of standard business hours.

Responsibilities

• Manage complex calendars and scheduling for senior leaders and key stakeholders.
• Coordinate board committee meetings, including logistics, travel arrangements, and event planning activities.
• Partner directly with board members, industry guest speakers, and external stakeholders.
• Prioritize multiple requests and deadlines while maintaining a high level of accuracy and responsiveness.
• Build strong relationships across internal and external stakeholder groups.
• Support events and special initiatives involving executive leadership and high-profile participants.
• Demonstrate flexibility and adaptability to meet changing business needs and schedules.

Qualifications

• Minimum 1+ years of administrative, executive support, or related experience, preferably within a mid- to large-sized corporate environment.
• Proven experience managing complex executive calendars and schedules, travel coordination, meeting planning, documentation, data entry, and internal/external communications.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with collaboration tools such as SharePoint and Teams.
• Strong time management, organizational, and prioritization skills with exceptional attention to detail.
• Excellent verbal and written communication skills and the ability to interact professionally with a wide range of stakeholders.
• Ability to manage multiple priorities simultaneously in a fast-paced environment while maintaining accuracy and responsiveness.
• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
• Professional demeanor with the ability to work independently and collaboratively across teams.
• High school diploma or equivalent combination of education and experience required; Associate’s degree, administrative certification, or related training preferred.
• Flexibility to support meetings, events, and business needs outside of standard working hours.

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.

Vanguard, one of the world's leading investment management companies, serves individual investors, institutions, employer-sponsored retirement plans, and financial professionals. We have a diverse and talented crew with a culture that promotes teamwork, along with an unwavering focus on serving our clients' best interests.