What are the responsibilities and job description for the Administrative Associate: Participant Financial Success, Workplace Solutions position at hackajob?
hackajob is collaborating with Vanguard to connect them with exceptional professionals for this role.
Provides administrative support to a department and senior leader (MD-1).
Make an impact at the center of leadership
We’re seeking an experienced and proactive Administrative Associate to support a senior executive, the Head of Participant Financial Success and collaborate across a broader senior leadership team, including direct engagement with Managing Directors. This is a high-visibility role that sits at the intersection of leadership decision-making, requiring exceptional judgment, precision, and the ability to navigate a dynamic, matrixed environment.
If you thrive in fast-paced settings, anticipate needs before they arise, and take pride in delivering seamless executive support—this is your opportunity to partner closely with senior leaders and make a meaningful impact every day.
What You’ll Do
Executive & Leadership Support
Experience & Expertise
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.
Provides administrative support to a department and senior leader (MD-1).
Make an impact at the center of leadership
We’re seeking an experienced and proactive Administrative Associate to support a senior executive, the Head of Participant Financial Success and collaborate across a broader senior leadership team, including direct engagement with Managing Directors. This is a high-visibility role that sits at the intersection of leadership decision-making, requiring exceptional judgment, precision, and the ability to navigate a dynamic, matrixed environment.
If you thrive in fast-paced settings, anticipate needs before they arise, and take pride in delivering seamless executive support—this is your opportunity to partner closely with senior leaders and make a meaningful impact every day.
What You’ll Do
Executive & Leadership Support
- Provide dedicated administrative support to a senior leader while coordinating across multiple senior leadership stakeholders, including Managing Directors
- Navigate competing priorities across leadership teams, ensuring alignment and smooth coordination in a matrixed environment
- Build trusted relationships and serve as a reliable point of contact across internal and external partners
- Manage a highly complex, ever-changing executive calendar with precision, prioritizing competing demands and shifting business needs
- Coordinate meetings across multiple leadership layers, ensuring alignment of priorities, attendees, and logistics
- Anticipate scheduling conflicts and proactively adjust to optimize leader effectiveness
- Plan and manage domestic and international travel, including detailed itineraries, accommodations, and meeting logistics
- Ensure seamless execution of travel plans and adjust quickly to changes in real time
- Coordinate associated logistics, including materials, agendas, and follow-up actions
- Prepare leaders for meetings by organizing materials, agendas, and key logistics ahead of time
- Manage communications with professionalism and accuracy, representing leadership with confidence
- Partner across teams to drive efficient workflows and support high-impact initiatives
Experience & Expertise
- 5 years of administrative experience supporting senior executives in a complex, fast-paced organization
- Proven experience managing complex calendars, travel coordination, and executive-level logistics
- Demonstrated ability to support multiple leaders and navigate competing priorities
- Exceptional attention to detail and organizational discipline
- Strong judgment and ability to operate with discretion in high-visibility situations
- Proactive mindset with the ability to anticipate needs and solve problems independently
- High level of professionalism and confidence interacting with senior leaders
- Advanced proficiency in Microsoft Office, especially Outlook for calendar management
- Experience coordinating travel and managing logistics tools (e.g., expense systems, booking platforms)
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.