Executive Administrative Associate for IT Leader (Hybrid)

Vanguard

Malvern (Chester County)

Hybrid

USD 60,000 - 80,000

Full time

6 days ago

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Job summary

Vanguard is seeking a highly organized Administrative Associate to support a senior leader in our IT Division. The role requires an experienced executive support professional who thrives in a fast-paced, complex organization and serves as a trusted partner to leadership.

The ideal candidate anticipates needs, proactively manages priorities, and navigates organizational complexity with professionalism. This is a hybrid role based in Malvern, PA, with responsibilities spanning calendar management,

Qualifications

Proven experience supporting senior leaders in a large, matrixed organization.
Exceptional calendar management and prioritization skills with the ability to proactively make decisions.
Strong executive presence, maturity, discretion, and professionalism.
Ability to remain calm and solutions-oriented in a fast-paced environment.
Demonstrated ability to understand organizational priorities and navigate leadership dynamics.

Responsibilities

Proactively manage a complex executive calendar and resolve conflicts before they arise.
Organize leadership meetings, town halls, and events with logistics and attendee management.
Schedule meetings across multiple campus buildings with travel time and room logistics.
Plan and coordinate domestic and international travel arrangements and itineraries.
Process expense reports and order office supplies as needed.
Maintain department distribution lists and participate in special projects.