Executive Admin & Calendar Maestro (Hybrid)

Vanguard; Charlotte (NC); Hybrid; USD 35,000 - 45,000; Full time

Job summary

Vanguard is seeking an Administrative Associate to support multiple leaders with calendar management, travel planning, and day-to-day executive assistance. The role requires coordinating meetings, drafting materials, and maintaining organized records.

The ideal candidate has at least three years of administrative experience, strong Microsoft Office skills, and the ability to handle multiple priorities in a fast-paced environment. Hybrid work arrangement and corporate support focus.

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.

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.

Skills

Outlook

Teams

Word

PowerPoint

Excel

Education

High school diploma

Associate's degree preferred

Secretarial School degree preferred

Tools

Microsoft Outlook

Excel

PowerPoint

Word

Teams

Job description

Vanguard is seeking an Administrative Associate to support multiple leaders with calendar management, travel planning, and day-to-day executive assistance. The role requires coordinating meetings, drafting materials, and maintaining organized records.

The ideal candidate has at least three years of administrative experience, strong Microsoft Office skills, and the ability to handle multiple priorities in a fast-paced environment. Hybrid work arrangement and corporate support focus.