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About the role
Key responsibilities & impact- Manage complex calendars for multiple leaders, prioritizing competing requests and coordinating schedules
- Schedule meetings, coordinate locations, notify parties, and track attendance
- Make travel arrangements and order refreshments as necessary
- Follow established procedures and guidelines while exercising independent judgment
- Provide guidance to less experienced administrative staff
- Prepare memos, correspondence, reports, meeting minutes, presentations, and other materials
- Maintain calendars for the department and leaders
- Order and inventory department office supplies and monitor expenditures
- Edit, format, and produce documents with attention to detail
- Perform data entry and maintain paper and electronic filing and archiving systems
- Support team members with diary management and scheduling
- Participate in special projects and perform other assigned duties
Requirements
What you’ll need- Minimum of three years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting
- High school diploma or an equivalent combination of training and experience
- Proven experience supporting multiple executives simultaneously
- Demonstrated success managing complex calendars across multiple time zones
- Experience coordinating extensive travel for executives or sales leaders
- Exceptional organizational skills and attention to detail
- Advanced proficiency in Microsoft Outlook, Teams, Word, PowerPoint, and Excel
- Ability to work independently, prioritize multiple demands, and adapt quickly to changing priorities
- Preferred: Associate's degree or Secretarial School degree
- Preferred: Experience supporting sales, distribution, wealth management, financial services, or client-facing leadership teams
- Preferred: Experience supporting senior leaders with frequent travel schedules and complex itinerary management
- Preferred: Experience coordinating large meetings, leadership events, and external client engagements
- Must not require visa sponsorship; Vanguard is not offering visa sponsorship
Benefits
Comp & perks- Hybrid working model with enhanced flexibility
- In-person learning, collaboration, and connection
- Training and experience opportunities
- Vanguard is not offering visa sponsorship for this position