Administrative Assistant

Administrative support to the Europe Technology Directors, a group of 5 senior leaders. The IT teams support the Europe business, responsible for delivery of systems across FAS and UKPI and internal teams.

In this role you will:

• Maintain calendars on a timely and accurate basis for assigned management.
• Schedule meetings promptly and accurately.
• Organise and prioritise daily tasks to meet changing priorities.
• Proactively look for schedule conflicts and mitigate in a timely fashion.
• Always look out at least 2 weeks in advance to allow for time to make changes.
• Either make the changes on your own if you are confident in the resolution or ask the manager how to resolve the conflict.
• Allow adequate time for travel between buildings.
• Help the manager with staying on time by giving them a timely heads up that they need to finish up in their office and head to a meeting.
• Ensure appropriate travel time between meetings and avoid scheduling meetings that would require the manager to drive back and forth between buildings.
• If there is a meeting that you are scheduling for the manager in another building, try to make it at a time where they may already be travelling, or towards the end of the day so they can just finish their day at that building.
• Ensure all the proper resources move when a meeting moves (conference room, 1DECK, video conferencing, etc.).
• Proactively schedule skip levels evenly throughout the year and track completion.
• Demonstrate proficiency in the use of personal computing applications including, but not limited to: Microsoft Word, Excel and PowerPoint; Lotus Notes; and Visio.
• Provide thorough and proactive travel support when making travel arrangements.
• Put all the details of the manager’s travel on their calendar at the appropriate times so they can reference the information.

What it takes: Organisational skills, time management skills, relationship builder, proactive.

Special Factors: Vanguard is not offering visa sponsorship for this position. This is a hybrid position and would require you to work in the office 3 days per week (Tuesday, Wednesday & Thursday).

Why Vanguard? Vanguard is a different kind of investment company. It was founded in the United States in 1975 on a simple but revolutionary idea: that an investment company should manage its funds solely in the interests of its clients. This philosophy has helped millions of people around the world to achieve their goals with low-cost, uncomplicated investments.

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.

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.