EA & Office Administrator

Works with project team to plan, schedule, and coordinate project activities. Accountable for daily tasks and objectives.

Why Vanguard?

Vanguard is a different kind of investment company. It was founded in the United States in 1975 on a simple but revolutionary idea: that an investment company should manage its funds solely in the interests of its clients.

This is a philosophy that has helped millions of people around the world to achieve their goals with low-cost, uncomplicated investments.

It's what we stand for: value to investors.

The Role

We are seeking a highly organized, proactive, and resourceful individual to serve as both Executive Assistant and Office Administrator to support our growing Dublin office (currently circa 100 staff).

This dual-role supports senior leadership with executive-level assistance while assisting with day-to-day administrative tasks in the office. The ideal candidate will be a confident communicator, a skilled multitasker, and a trusted team player. Previous experience of collaborating with local office support team including Office Manager, Chief of Staff etc. and global team members in a similar role is ideal.

In this role you will

• Provide high-level administrative support to senior executives, including calendar management, travel arrangements, and meeting coordination
• Prepare and edit correspondence, reports, presentations, and other documents
• Act as a liaison between executives and internal/external stakeholders
• Manage confidential information with discretion and professionalism
• Support strategic initiatives and assist with project tracking and reporting
• Coordinate and prepare materials for board meetings and leadership reviews
• Assist with general office operations including supplies, equipment, and vendor management
• Managing expenses and other board and executive support as required
• Maintain a well-organised and welcoming office environment
• Manage incoming communications and ensure timely responses or redirection
• Organise company events, meetings, and team-building activities
• Participate in special projects and perform other duties as assigned

What it takes

• Proven experience as an Executive Assistant, Personal Assistant or similar role
• Excellent organisational and time-management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, SharePoint etc.)
• Experience of working with sensitive information with integrity and confidentiality
• A flexible & adaptable approach, and able to work independently or as part of a team
• Experience in a fast-paced corporate or project-based environment.
• Project coordination or support experience

Special Factors

• Vanguard is not offering sponsorship for this position
• This is a hybrid position and the successful candidate will be required to work in the Dublin office 3 days per week with flexibility on these days

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): Dublin, Ireland

Job ID: Vanguard-171566

Employment Type: FULL_TIME

Posted: 2025-10-23T20:46:21