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.

The Office of General Counsel is seeking a highly organized and responsive Administrative Associate to provide direct assistance to the Senior Office Manager & responsible for all administrative support to the senior officer, Head of Global Investor Research and Policy . This role plays a critical part in ensuring smooth day‑to‑day operations by managing schedules, communications, travel, and administrative coordination in a fast‑paced and highly visible environment.

The ideal candidate brings strong administrative fundamentals, sound judgment, and the ability to manage multiple priorities while working closely with leaders and stakeholders across the public and private sectors.

Key Responsibilities

• Provide direct administrative support to senior officers, ensuring day‑to‑day activities run efficiently and professionally.
• Manage complex calendars and schedules , coordinating meetings across multiple stakeholders, time zones, and external parties.
• Prioritize and respond to scheduling requests with prompt, clear, and professional communication .
• Coordinate meetings involving government officials, regulators, and private‑sector partners , ensuring appropriate logistics and preparation.
• Arrange and manage domestic and international travel , including itineraries, accommodations, and meeting logistics.
• Process and reconcile travel and expense reports accurately and in a timely manner.
• Utilize Microsoft Outlook and Microsoft Teams to manage calendars, communications, and virtual meetings.
• Serve as a reliable point of contact, anticipating needs and resolving routine issues independently.
• Handle sensitive information with discretion and professionalism.
• Provide support and back-up coverage for the Office Manager of the Global Public Policy department.

Qualifications & Experience

• Demonstrated experience providing administrative support to senior leaders or executives in a professional environment.
• Proven ability to manage competing priorities and multiple stakeholders with organization and attention to detail.
• Experience coordinating meetings or interactions with government agencies, regulators, or external partners .
• Strong written and verbal communication skills, with an emphasis on responsiveness and clarity.
• Proficiency with Microsoft Outlook and Microsoft Teams , particularly for calendar and meeting management.
• Ability to work independently, follow established processes, and exercise sound judgment.
• Professional demeanor with a high level of discretion and reliability.

Preferred Experience

• Background in a legal, public policy, regulatory, or government‑adjacent environment .
• Experience supporting leaders whose roles involve external engagement and public‑facing responsibilities .
• Comfort operating in structured, deadline‑driven settings.

Why This Role

This position offers the opportunity to contribute meaningfully to the work of the Office of General Counsel by supporting leaders who engage with policymakers, regulators, and global stakeholders. You’ll be part of a collaborative environment where strong administrative execution directly supports informed decision‑making and effective leadership.

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.

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