Administrative Associate: Personal Investor Technology

Make an impact from day one

We're looking for a proactive, detail-oriented professional who thrives in a fast-paced environment . In this role, you'll support a team of three or more specialists within a matrix leadership structure , ensuring seamless coordination, strong communication flow, and exceptional administrative support.

You'll join a collaborative Administrative Assistant team that values precision, partnership, and service excellence. This role is an opportunity to build foundational administrative expertise while gaining exposure to cross-functional teams and senior leadership.

What You'll Do

Core Responsibilities

• Calendar & Scheduling Management:
  Coordinate and maintain complex calendars for multiple specialists across a matrix structure, including scheduling meetings, tracking attendance, and ensuring proactive alignment of priorities.
• Meeting & Logistics Coordination:
  Schedule meetings, reserve locations, prepare materials, track attendees, and support execution of team-wide logistics.
• Travel & Expense Support:
  Arrange travel, assist with itineraries, submit expense reports, and coordinate catering or refreshments as needed.
• Administrative Operations:
  Prepare memos, correspondence, reports, presentations, and meeting minutes with accuracy and professionalism.
• Departmental Support:
  Order and inventory office supplies; support crew movement and facilities coordination through Planon as required.
• Documentation & Organization:
  Maintain digital and physical files, manage departmental calendars, and ensure documentation is current and accessible.
• Cross-Functional Collaboration:
  Provide administrative support that represents PITech and its leaders with professionalism in all interactions.
• Special Projects:
  Participate in department initiatives, process improvements, and other duties as assigned.

What You'll Bring

Qualifications

• Minimum 2 years of administrative or secretarial experience, preferably supporting a medium-to-large corporate department.
• High school diploma or equivalent; Associate degree or Secretarial School background preferred.
• Excellent communication skills, professional presence, and the ability to interact with leaders and cross-functional teams.
• Strong organizational skills with demonstrated ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) for scheduling, communication, and document creation.
• Proven ability to coordinate travel and manage expense reporting with attention to detail.
• A collaborative mindset and a positive, service-oriented approach to teamwork.

Why This Role Matters

Your work ensures that specialists and leaders remain focused on what matters most. By managing logistics, communication, and operations across a matrix team, you play a critical role in keeping the organization running smoothly and efficiently.

This position offers significant exposure , hands-on learning , and a strong pathway for growth into deeper administrative responsibilities.

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.