Administrative Assistant

To provide administrative services and support to the division's Principals, Senior Managers, and their corresponding teams.

Duties and Responsibilities

  1. Provides administrative support services to the division's Principals, Senior Managers, and their corresponding teams for daily activities and special projects.

  2. Supports the division's Principals, Senior Managers, and their corresponding teams by maintaining schedule and calendar, rescheduling appointments as necessary to accommodate changing priorities and providing timely reminders for item due dates. Coordinates travel, directions and itinerary information.

  3. Answers phone and responds to internal and external calls. Takes and relays messages. Evaluates requests, identifies issues and determines appropriate source for resolution. Provides suggestions and direction in routine situations.

  4. Types and/or prepares memos, correspondence, reports, meeting minutes, presentations and other materials for the business unit. Uses a variety of software applications to prepare materials. Independently responds to routine correspondence per standing instructions and elevates those issues outside of these guidelines.

  5. Orders and inventories department office supplies as needed. Responsible for ensuring cost effective inventory levels are maintained for common department materials. Prepares purchasing paperwork, checks codes, and obtains appropriate authorization for all orders. Monitors expenditures.

  6. Responsible for coordinating various events and/or responsibilities within the business unit; such as corporate initiatives, senior management off-site meetings, team outings, and conferences. Coordination responsibilities include notifying all appropriate crew members of the situation, performing preliminary research and following up as needed to meet established deadlines.

  7. Establishes and maintains files for business unit. Files all material in an accurate and timely manner to ensure easy access and retrieval by department personnel. Monitors faxes, mail drops and printers. Distributes critical materials to staff.

  8. Greets clients, visitors, and interview candidates for the department, assisting them as needed with directions and other logistical or administrative help. May be required to guide visitors to a meeting location.

  9. Uses PowerPoint Templates to produce quality presentation materials that meet Vanguard design standards and client needs.

  10. Participates in special projects and performs other duties as assigned.

Qualifications

  • High school diploma or GED. Undergraduate (Associates degree or Secretarial School) degree preferred.
  • Minimum of 2 years secretarial/administrative experience supporting high level executives and/or multiple senior principals.
  • Familiarity with a variety of software applications: Word, Excel, Access, Outlook and PowerPoint.
  • Good written and verbal communication skills.
  • Excellent telephone and interpersonal skills.
  • Ability to work independently.
  • Strong attention to detail.
  • Results-oriented and self-motivated.
  • Excellent organizational skills.
  • Possess strong interpersonal skills.
  • Ability to maintain confidentiality.

Special Factors

Vanguard is not offering visa sponsorship for this position.

Scope

This position requires a person with a strong ability to multitask and the aptitude to switch priorities quickly to assist others in the department when needed.


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