Administrative Associate Global Technology Office, IT

Wayne, PA - USA

Monthly Salary: Not Disclosed

Posted on: 23 hours ago

Vacancies: 1 Vacancy

Job Summary

Why this role matters

Youll be the operational heartbeat for the Head of the Global Technology Office in the Information Technology divisionbringing calm clarity and confidence to a fast-moving environment. This role is ideal for someone who thrives on variety anticipates needs before theyre voiced and demonstrates polished executive presence with leaders partners and vendors. Youll manage shifting priorities with discretion sound judgment and a service mindsetensuring the day runs smoothly even when the calendar doesnt.

In this role you will:

Own a complex ever-changing calendarproactively prioritizing rearranging and rescheduling meetings with strong rationale and excellent judgment.
Manage high-volume communications by handling phone and email messages accurately completely and promptlytriaging requests and delegating appropriately when needed.
Anticipate whats next by reviewing current and upcoming schedules to ensure the leader is preparedaligning the right attendees and ensuring materials are ready in advance.
Model executive presence by representing the organization with consistent professionalism and ease when interacting with senior leaders stakeholders and vendors.
Demonstrate strong attention to detail by quickly identifying clients their affiliates and ensuring communications (including emails) are directed appropriately.
Coordinate travel (domestic global/international) including itineraries and required documentation support (e.g. travel-related materials).
Manage executive conference room needs including requesting securing and rearranging conference room reservationsand helping partners identify alternate spaces when required.
Support office operations by ordering and maintaining inventory of supplies and monitoring related expenditures.
Pitch in on special projects and take on additional responsibilities as priorities evolve.

What success looks like

Meetings are prioritized thoughtfully and scheduling changes feel seamlessnot disruptive.
The leader walks into each meeting prepared with the right people and materials ready.
Stakeholders experience you as polished responsive and trustworthysomeone who can be relied on to handle sensitive information with discretion.
Multiple urgent requests can come in at once and you calmly triage communicate and execute.

What youll bring

Required

High school diploma (or equivalent).
Demonstrated ability to manage multiple priorities stay organized and follow established procedures while using good judgment.
Professional communication skills (written and verbal) and comfort interacting with leaders and external partners.
Working knowledge of Microsoft Office (especially Outlook Word Excel PowerPoint).

Core strengths were looking for

Executive presence: poised polished and confident in communication and interactions
Judgment discretion: can triage requests and make sound decisions without constant direction
Priority management: able to juggle competing needs and adjust quickly
Proactive ownership: sees around corners and prevents issues before they arise
Service mindset: helpful responsive and collaborative

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:

Why this role mattersYoull be the operational heartbeat for the Head of the Global Technology Office in the Information Technology divisionbringing calm clarity and confidence to a fast-moving environment. This role is ideal for someone who thrives on variety anticipates needs before theyre voiced a...