Administrative Associate: Service & Operations, Advice & Wealth Management

We are seeking a highly organized and proactive Administrative Assistant to support the Head of Advice & Wealth Management Service & Operations department.

Key Responsibilities

• Provide high-level administrative support including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Coordinate logistics for leadership meetings, forums, and events, including materials preparation and attendee communications.
• Maintain confidentiality and discretion in handling sensitive information.
• Assist with operational tasks such as equipment requests, workspace coordination, and technology setup in partnership with site support teams.

Qualifications

• Minimum of two years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting.
• Exceptional organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
• Passion to work independently and collaboratively in a fast-paced, dynamic environment.
• Demonstrated professionalism, discretion, and judgment.
• High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred.

Preferred Attributes

• Experience supporting hybrid teams and managing virtual meeting logistics.

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.

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.

Client-provided location(s): Malvern, PA

Job ID: Vanguard-173319

Employment Type: FULL_TIME

Posted: 2026-01-03T20:18:23