Administrative Assistant

Responsibilities

• Answers telephones, takes and relays messages, and coordinates continuous telephone coverage with other administrative assistants.
• Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary.
• Follows established procedures and guidelines, with opportunity to exercise independent judgement.
• Provides guidance to lesser experienced administrative staff.
• Prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
• Maintains calendar for department and Sr leader.
• Orders and inventories department office supplies as needed. Monitors expenditures.
• Participates in special projects and performs other duties as assigned.
• Edits, formats, and produces various types of documents with attention to detail.
• Performs data entry and maintains both paper and electronic filing/archiving systems.
• Supports individual team members with calendar management and scheduling.

Qualifications and Skills

• Minimum 1 years of administrative or related experience, preferably in a mid to large-size department within a corporate environment.
• Strong calendar management, travel coordination, meeting planning, documentation, data entry, and internal/external communication.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, or Google Workspace is a plus.
• Strong time management, attention to detail, organizational skills, and verbal/written communication are essential.
• Ability to multitask and handle confidential information with discretion.
• Professional demeanor and the ability to work independently or as part of a team.
• High school diploma or equivalent combination of training and experience required; Associate’s degree or related certification preferred.

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.