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Administrative Associate | Malvern, PA, USA
Job
Vanguard Group, Inc.
Remote
Full-Time
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Job Description
Administrative Associate Overview:
We are seeking a highly organized, proactive Administrative Associate to support a senior leader (MD-2) within GIFS. This role is responsible for complex calendar management, meeting coordination, and operational support, ensuring this leader can focus on strategic priorities.Key Responsibilities:
Calendar Management:
Maintain a complex and ever-changing calendar, resolving conflicts proactively and rearranging meetings based on priorities.Event Coordination:
Organize and coordinate large meetings and events, (e.g., town halls, leadership sessions), including logistics and catering.Location Strategy:
schedule meetings efficiently, ensuring appropriate travel time and logistics across locations. Ensure all resources (rooms, attendees, technology) are updated accordingly.Travel Coordination:
Plan and execute travel arrangements including international travel with required documentation, visas, vaccinations, etc.- Process expense reports
- Order equipment/inventory department office supplies as needed.
- Maintain department distribution lists
- Participates in special projects and performs other duties as assigned.
Qualifications:
- Strong organizational and prioritization skills in a fast-paced environment
- High attention to detail and ability to anticipate needs
- Deep understanding of Executive Leadership cadence and presence
- Excellent communication and problem-solving skills
- Ability to work independently while collaborating across teams
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and familiarity with office productivity tools such as SharePoint, Teams, Co-Pilot Special Factors Sponsorship Vanguard is not offering visa sponsorship for this position.