Executive Administrator – Fund Services and Oversight

Vanguard; Malvern (Chester County); Hybrid; USD 75,000 - 110,000; Full time

Job summary

Vanguard in Malvern, PA, is seeking an experienced Executive Administrator to partner with a senior leader in Fund Services & Oversight. This highly visible role requires discreet, proactive coordination and collaboration with executives, partners, and external stakeholders.

You will manage calendars, arrange domestic and international travel, oversee expense reporting, and contribute to special projects while upholding Vanguard's high standards of professionalism.

Qualifications

• Minimum of five years of administrative experience.
• Experience supporting senior executives preferred.
• Demonstrated success managing complex calendars, travel, and executive priorities.
• Strong organizational, communication, and relationship-management skills.

Responsibilities

• Provide proactive administrative support with forward-looking priorities.
• Manage complex executive calendars balancing priorities.
• Coordinate meetings with leaders, board, regulators, and partners.
• Identify dependencies and escalate issues as needed.
• Arrange domestic and international travel and expenses.
• Support special projects and share best practices with the admin community.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

Discretion & judgment

Strong communication

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.

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.

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. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.