Hybrid Executive Admin & Calendar Ops Associate

The Vanguard Group; Malvern (Chester County); Hybrid; USD 55,000 - 85,000; Full time

Job summary

The Vanguard Group in Malvern, PA, is seeking an experienced Administrative Associate to support a senior leader within the IT Division. The role requires proactive calendar oversight, travel planning, and event coordination in a fast-paced corporate environment.

You will manage complex schedules, coordinate domestic and international travel, and assist with expense processing and logistics. The ideal candidate demonstrates discretion, professionalism, and strong collaboration across teams.

Qualifications

• Experience supporting senior leaders in a large, matrixed organization.
• Exceptional calendar management and prioritization with proactive decision-making.
• Strong executive presence, discretion and professionalism.
• Ability to remain calm, composed, and solutions-oriented in a fast-paced environment.
• Demonstrated ability to understand organizational priorities and navigate complex leadership dynamics.
• Highly organized with exceptional attention to detail and follow-through.
• Self-directed, focused, and able to maintain productivity amid interruptions and changing priorities.
• Excellent communication, relationship-building, and problem-solving skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools including Teams, SharePoint, and Copilot.

Responsibilities

• Proactively manage a complex and ever-changing executive calendar, anticipating and resolving conflicts.
• Prioritize and deconflict meetings based on business needs and leadership priorities.
• Balance strategic initiatives, operational responsibilities, and stakeholder engagements to optimize executive time.

Skills

Calendar management

Prioritization

Executive presence

Discretion

Communication

Problem solving

Microsoft Office

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Copilot

Job description

The Vanguard Group in Malvern, PA, is seeking an experienced Administrative Associate to support a senior leader within the IT Division. The role requires proactive calendar oversight, travel planning, and event coordination in a fast-paced corporate environment.

You will manage complex schedules, coordinate domestic and international travel, and assist with expense processing and logistics. The ideal candidate demonstrates discretion, professionalism, and strong collaboration across teams.