Executive Administrative Associate - Calendar & Travel Lead

Vanguard; Chandler (AZ); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Vanguard in Chandler, AZ is seeking an experienced Administrative Assistant to manage complex calendars for multiple leaders, coordinate meetings and travel, and provide high-level administrative support. You will prepare memos and reports, maintain filing systems, and guide junior staff.

The role requires sharp attention to detail, strong organizational skills, and mastery of Microsoft Outlook, Teams, Word, PowerPoint, and Excel.

Qualifications

• Minimum 3 years administrative or secretarial experience in corporate setting.
• High school diploma or equivalent; associate degree preferred.
• Proven experience supporting multiple executives.
• Demonstrated success managing complex calendars across time zones.
• Experience coordinating extensive travel for executives.
• Advanced proficiency in Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to work independently and adapt to changing priorities.

Responsibilities

• Manage complex calendars for multiple leaders, prioritizing competing requests.
• Schedule meetings, coordinate locations, notify parties, and track attendance.
• Arrange travel and order refreshments when needed.
• Prepare memos, correspondence, reports, minutes, and presentations.
• Maintain calendars and order office supplies; monitor expenditures.
• Edit and format documents; perform data entry and filing.
• Support team members with diary management and scheduling.
• Participate in special projects and other duties as assigned.

Skills

Calendar management

Travel coordination

MS Office suite

Executive support

Education

High school diploma

Associate's degree preferred

Tools

Outlook

Teams

Word

PowerPoint

Excel

Job description

Vanguard in Chandler, AZ is seeking an experienced Administrative Assistant to manage complex calendars for multiple leaders, coordinate meetings and travel, and provide high-level administrative support. You will prepare memos and reports, maintain filing systems, and guide junior staff.

The role requires sharp attention to detail, strong organizational skills, and mastery of Microsoft Outlook, Teams, Word, PowerPoint, and Excel.