Administrative Associate

Summary

hackajob is collaborating with Vanguard to connect them with exceptional professionals for this role. Provides administrative support to a department, operating under direct supervision. Duties and Responsibilities 1. Answers telephones, takes and relays messages, and coordinates continuous telephone coverage with other administrative assistants. 2. Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary. 3. Orders and inventories department office supplies as needed. Monitors expenditures. 4. Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials. 5. Maintains calendar for department. 6. Follows established procedures and guidelines, with limited opportunity to exercise independent judgement. 7. Participates in special projects and performs 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. High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred. 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.

Job Description

hackajob is collaborating with Vanguard to connect them with exceptional professionals for this role. Provides administrative support to a department, operating under direct supervision. Duties and Responsibilities 1. Answers telephones, takes and relays messages, and coordinates continuous telephone coverage with other administrative assistants. 2. Schedules meetings, coordinates location, notifies parties, and tracks attendance. Makes travel arrangements and orders refreshments if necessary. 3. Orders and inventories department office supplies as needed. Monitors expenditures. 4. Types and/or prepares memos, correspondence, reports, meeting minutes, presentations, and other materials. 5. Maintains calendar for department. 6. Follows established procedures and guidelines, with limited opportunity to exercise independent judgement. 7. Participates in special projects and performs 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. High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred. 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.