Executive Assistant

3 weeks ago

Melbourne, Australia Vanguard Group Full time

**About Vanguard**

More than 45 years ago, John C. Bogle had a vision to start an investment company that did things differently. A company with no external shareholders. Where all the profits were invested back into the business and used to lower costs. Evidently, it was as bold as it was brilliant. To this day, Vanguard Group still has no external shareholders. That means no share prices to protect, and no profits to generate for outside owners.

Today, Vanguard is one of the world's largest investment management companies, serving more than 50 million investors worldwide. For more than 25 years Vanguard Australia has been supporting individual investors, financial advisers, and superannuation members to achieve their long-term financial goals.

Vanguard Australia is seeking an Executive Assistant to provide administrative support to and point of contact for two senior leaders on the Australian Executive Team (AET), along with their divisional Leadership Teams (LT), enabling their effectiveness and success.

**What you will be responsible for**:

- Maintain contact with divisional leaders internally to support with taking and relays messages, whilst interfacing regularly with key stakeholders and crew in various offices (you'll often work by coordinating meetings and work-flow with our teams in the UK, US and Europe)
- Follow up on open tasks with LT to ensure timely completion
- Maintains calendar for executives, and LT members where required, schedule meetings, coordinates documentation and tracks attendance
- Travel coordination and arrangements and order refreshments if necessary.
- Coordinate LT meetings, planning sessions, off-sites; draft content and agendas for senior leader's review
- Prepare memos, correspondence, reports, meeting minutes, presentations, and other materials
- Collate inputs from LT, drafts and coordinates materials for divisional updates, town halls, OKR progress and quarterly business updates
- Reconcile credit card expenses and process expense claims on behalf senior leader and their LT
- Manage the procurement process for the full teams (processing of invoices/purchase orders)
- Follow and establish procedures and guidelines, with opportunity to exercise independent judgement
- Provides guidance to lesser experienced administrative staff.
- Other ad hoc tasks as required

**Qualifications**
- Minimum of three years administrative or related experience, preferably in a medium to large size department in a corporate setting supporting C-Suite + Divisional Leaders
- Diploma, degree or related qualification, and/or relevant experience as required.

**Inclusion Statement**

Vanguard's continued commitment to diversity and inclusion is firmly rooted in our culture. Every decision we make to best serve our clients, crew (internally employees are referred to as crew), and communities is guided by one simple statement: "Do the right thing."

We believe that a critical aspect of doing the right thing requires building diverse, inclusive, and highly effective teams of individuals who are as unique as the clients they serve. We empower our crew to contribute their distinct strengths to achieving Vanguard's core purpose through our values.

When all crew members feel valued and included, our ability to collaborate and innovate is amplified, and we are united in delivering on Vanguard's core purpose.

Our core purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.

**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.

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