Administrative Associate Personal Investor Technology

Charlotte, VT - USA

Monthly Salary: Not Disclosed

Posted on: 14 hours ago

Vacancies: 1 Vacancy

Job Summary

Make an impact from day one

Were looking for a proactive detailoriented professional who thrives in a fastpaced environment. In this role youll support a team of three or more specialists within a matrix leadership structure ensuring seamless coordination strong communication flow and exceptional administrative support.

Youll join a collaborative Administrative Assistant team that values precision partnership and service excellence. This role is an opportunity to build foundational administrative expertise while gaining exposure to crossfunctional teams and senior leadership.

What Youll Do

Core Responsibilities

Calendar & Scheduling Management:
Coordinate and maintain complex calendars for multiple specialists across a matrix structure including scheduling meetings tracking attendance and ensuring proactive alignment of priorities.
Meeting & Logistics Coordination:
Schedule meetings reserve locations prepare materials track attendees and support execution of team-wide logistics.
Travel & Expense Support:
Arrange travel assist with itineraries submit expense reports and coordinate catering or refreshments as needed.
Administrative Operations:
Prepare memos correspondence reports presentations and meeting minutes with accuracy and professionalism.
Departmental Support:
Order and inventory office supplies; support crew movement and facilities coordination through Planon as required.
Documentation & Organization:
Maintain digital and physical files manage departmental calendars and ensure documentation is current and accessible.
CrossFunctional Collaboration:
Provide administrative support that represents PITech and its leaders with professionalism in all interactions.
Special Projects:
Participate in department initiatives process improvements and other duties as assigned.

What Youll Bring

Qualifications

Minimum 2 years of administrative or secretarial experience preferably supporting a medium-to-large corporate department.
High school diploma or equivalent; Associate degree or Secretarial School background preferred.
Excellent communication skills professional presence and the ability to interact with leaders and crossfunctional teams.
Strong organizational skills with demonstrated ability to prioritize multiple tasks in a fastpaced environment.
Proficiency in Microsoft Office Suite (Outlook Teams Word Excel PowerPoint) for scheduling communication and document creation.
Proven ability to coordinate travel and manage expense reporting with attention to detail.
A collaborative mindset and a positive serviceoriented approach to teamwork.

Why This Role Matters

Your work ensures that specialists and leaders remain focused on what matters most. By managing logistics communication and operations across a matrix team you play a critical role in keeping the organization running smoothly and efficiently.

This position offers significant exposure handson learning and a strong pathway for growth into deeper administrative responsibilities.

Special Factors

Sponsorship

Vanguard is not offering visa sponsorship for this position.

About Vanguard

At Vanguard we dont just have a missionwere 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.

Required Experience:

Make an impact from day oneWere looking for a proactive detailoriented professional who thrives in a fastpaced environment. In this role youll support a team of three or more specialists within a matrix leadership structure ensuring seamless coordination strong communication flow and exceptional adm...