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).
Role Summary
This role provides administrative support to a department and senior leader (MD-1). This role also involves tasks such as document editing, formatting, and archiving to support individual or team-based operational needs.
Core 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.
- Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials.
- Maintains calendar for department and 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 diary management and scheduling.
Qualifications
Skills
- Minimum of three years administrative or related experience, preferably in a medium to large size department in a corporate setting.
- High school diploma or an equivalent combination of training and experience;
- Associate's degree or related degree preferred.
- Good to have skills in 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.
- 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.
