Executive Administrator – Fund Services and Oversight

The Vanguard Group; Malvern (Chester County); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Hybrid working model

Job summary

The Vanguard Group in Malvern, PA is seeking an Executive Administrator to support a senior leader within Fund Services & Oversight. This role emphasizes proactive calendar management, prioritization of complex commitments, travel logistics, and serving as a trusted advisor behind the scenes.

You will collaborate with executive leadership, internal partners, and external stakeholders, handling sensitive information with discretion while driving day-to-day coordination across the division.

Qualifications

• Minimum of five years of administrative or related experience.
• Experience supporting senior executives or executive leadership strongly preferred.
• Demonstrated success managing complex calendars, travel, and executive-level priorities.
• Strong organizational, communication, and relationship-management skills.
• Proven ability to exercise sound judgment, anticipate needs, and work independently.
• Ability to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and discretion.

Responsibilities

• Provide proactive, high-touch administrative support to the executive, maintaining a forward-looking view of priorities, commitments, and preparation needs.
• Manage a complex executive calendar with sound judgment, balancing competing priorities, protecting time, anticipating conflicts, and recommending solutions.
• Coordinate internal and external engagements, including leadership, board-related, regulatory, and strategic partner meetings, ensuring appropriate preparation and follow-through.
• Apply business context and executive-level judgment to identify dependencies, emerging issues, and opportunities requiring attention or escalation.
• Arrange domestic and international travel, manage expense reporting, and coordinate related logistics.
• Serve as a trusted point of contact for senior leaders, internal business partners, and external organizations.
• Support special projects and administrative initiatives while contributing to a collaborative administrative community through shared practices, resources, and coverage.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Discretion

Independent work

Education

High school diploma

Associate's degree preferred

Job description

Are you an experienced executive administrator who enjoys partnering closely with senior leaders, managing complex priorities, and serving as a trusted advisor behind the scenes? Vanguard is seeking a proactive Executive Administrator to support a senior leader within Fund Services & Oversight (FSO), a division that helps oversee the operations, financial reporting, compliance, treasury activities, and strategic partnerships that support Vanguard's investment products. In this highly visible role, you'll work with executive leadership, key business partners, and external stakeholders while helping drive the day-to-day coordination that enables business success.

Core Responsibilities

• Provide proactive, high-touch administrative support to the executive, maintaining a forward-looking view of priorities, commitments, and preparation needs.
• Manage a complex executive calendar with sound judgment, balancing competing priorities, protecting time, anticipating conflicts, and recommending solutions.
• Coordinate internal and external engagements, including leadership, board-related, regulatory, and strategic partner meetings, ensuring appropriate preparation and follow-through.
• Apply business context and executive-level judgment to identify dependencies, emerging issues, and opportunities requiring attention or escalation.
• Arrange domestic and international travel, manage expense reporting, and coordinate related logistics.
• Serve as a trusted point of contact for senior leaders, internal business partners, and external organizations.
• Support special projects and administrative initiatives while contributing to a collaborative administrative community through shared practices, resources, and coverage.

Qualifications

• Minimum of five years of administrative or related experience required.
• Experience supporting senior executives or executive leadership strongly preferred.
• Demonstrated success managing complex calendars, travel, and executive-level priorities.
• Strong organizational, communication, and relationship-management skills.
• Proven ability to exercise sound judgment, anticipate needs, and work independently.
• Ability to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and discretion.
• High school diploma required; Associate's degree or related degree preferred.

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. 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.

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.