Administrative Coordinator

Provides administrative support to a department, operating under direct supervision.

About Vanguard

More than 45 years ago, John C. Bogle had a vision to start an investment company that did things differently. A company with no external shareholders. Where all the profits were invested back into the business and used to lower costs. Evidently, it was as bold as it was brilliant. To this day, Vanguard Group still has no external shareholders. That means no share prices to protect, and no profits to generate for outside owners.

Today, Vanguard is one of the world's largest investment management companies, serving more than 50 million investors worldwide. For more than 25 years Vanguard Australia has been supporting individual investors, financial advisers, and superannuation members to achieve their long-term financial goals.

• Proactively manage the Leadership Team's (LT) schedule to maximize productivity and effectiveness, ensuring all logistics are arranged well in advance.
• Develop a deep understanding of the business and LT priorities, using this insight to provide informed support and anticipate future needs and challenges.
• Prepare high-quality memos, correspondence, reports, meeting minutes, presentations, and key collateral such as divisional and quarterly business updates.
• Coordinate connection points including LT meetings, planning sessions, offsites, and town halls to foster alignment and collaboration.
• Track and follow up on open tasks to ensure timely completion and accountability.
• Maintain LT calendars, coordinate travel arrangements, and manage expense claims with precision and efficiency.
• Provide flexible assistance on additional tasks as required.

• Proven Expertise: Demonstrated experience in a similar role supporting senior leaders.
• Exceptional Communicator: Strong written and verbal communication skills with the ability to engage effectively across diverse stakeholders.
• Tech-Savvy: Proficiency in Microsoft Office and related tools.
• Organizational Excellence: Outstanding ability to anticipate needs, prioritize, and manage multiple tasks seamlessly.
• Strategic Thinker: Skilled at navigating complex scheduling and logistical challenges with foresight and creativity.
• Proactive Problem-Solver: A solution-oriented mindset committed to delivering high-quality outcomes.
• Trusted Professional: High level of discretion and confidentiality in handling sensitive information.