Administrative Associate

Are you ready to be the backbone of our dynamic team? As an Administrative Associate, you'll play a crucial role in ensuring our operations run smoothly and efficiently, anticipating needs and proactively solving problems. Here's what you'll be doing: What You’ll Do

Calendar & Scheduling

Manage calendars, coordinate meetings, align logistics, and make sure leaders have what they need to show up prepared.

Meeting Support

Organize agendas, assemble materials, take simple notes, and ensure follow‑ups are tracked and closed.

Team Coordination

Support team routines, events, onboarding, and communication flow across the group.

Document & Communication Support

Create and update basic documents, slides, and communications.
Manage distribution lists and ensure information moves clearly and timely.

Administrative Operations

Support travel bookings, expense reports, purchase requests, and general administrative tasks that maintain smooth operations.

Organizational Stewardship

Maintain shared files, team sites, reference materials, and act as a trusted point of continuity across the department.

• Strong organizational skills and exceptional attention to detail

• Clear, professional written and verbal communication

• Ability to prioritize in a fast‑moving environment

• Proficiency in Microsoft Office and collaboration tools (Outlook, Teams, SharePoint)

• Good judgment, confidentiality, and a proactive, team‑oriented approach

You’ll get to partner closely with leaders, build relationships across the business, and gain a holistic view of how teams work together to fulfill our mission. Internal descriptions note this role as a high‑visibility, high‑impact opportunity with exceptional networking potential and exposure to senior leadership.

You’ll be joining a team that values:

• Purpose-driven work

• Collaboration and trust

• Continuous learning and development

• A balanced, supportive work environment

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.