Administrative Associate

About the role

We are seeking a highly organized, proactive Administrative Assistant to provide dedicated support to members of our senior leadership team. This role plays a critical part in enabling leadership effectiveness by managing day-to-day operations, coordinating logistics, and ensuring a seamless experience for internal and external stakeholders.

Responsibilities

• Work in a confidential, highly responsive relationship with the executive leadership team to:
• Arrange and manage logistics for departmental meetings and conferences
• Prepare materials for team meetings
• Maintain calendars; organize and schedule appointments
• Cook up travel for arrangements for senior leaders
• Prepare reports and presentations
• Manage site visitors
• Act as the point of contact for internal and external clients/vendors
• Afford departmental expenses
• Afford training and peer coaching
• Provide backup coverage for other department admins during PTO
• Provide on-site coverage for visiting Principals
• Proactively engage Admin Supervisor to take on additional responsibilities for the benefit of the broader Self-Directed Departments.
• Participate in special projects and perform other duties as assigned.

Qualifications

• Minimum of two years administrative or secretarial experience, preferably in a medium to large size department in a corporate setting.
• A high school diploma or an equivalent combination of training and experience; an Associate's degree or Bachelor degree preferred.
• Strong organizational, time management, and prioritization skills
• Exceptional attention to detail and follow-through
• Ability to manage multiple priorities and adapt to changing business needs
• Strong interpersonal and communication skills across all levels of an organization
• Demonstrated ability to handle sensitive and confidential information with discretion

About Vanguard

Vanguard is an equal opportunity employer. Vanguard is committed to providing all crew members a working environment that is free from discrimination, prejudice and bias. Through this Equal Employment Opportunity (EEO) Policy, Vanguard reaffirms its commitment to equal employment opportunity for all applicants and crew members without regard to race, color, national origin or ancestry, religion, gender, sex, sexual orientation, gender identity or expression, age, disability, marital status, veteran or military status. In addition, Vanguard prohibits discrimination based on genetic information, as well as any other characteristic protected by federal, state or local law.

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