Executive 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

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.