Administrative Associate: Personalized Indexing, FAS

As an Administrative Associate, you will play a crucial role in ensuring the smooth operation of our Financial Advisor Services- Personalized Indexing Team. Your responsibilities will include managing complex schedules, organizing events, handling expense reports, and providing top-notch administrative support. This position requires a proactive, detail-oriented individual who can make rational decisions independently and represent the department with professionalism.

Note: This role will support Eve Cout, a new leader a Vanguard.

Key Responsibilities:

• Calendar Management skills are a top priority: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities.
• Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
• Expense Management: Manage expense reports and order/inventory department office supplies as needed.
• Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
• Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
• Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
• Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.
• Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.).
• Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
• Special Projects: Participate in special projects and perform other duties as assigned.

Qualifications:

• Experience: Minimum of 3 years of administrative or related experience, preferably in a medium to large size organization.  Current IC3 Administrative Associates are strongly encouraged to apply
• Education: High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred.
• Skills:
  • Ability to follow established procedures and guidelines, with the opportunity to exercise independent judgment.
  • Proficiency with Microsoft Office products, specifically Outlook and Teams.
  • Strong organizational and interpersonal skills.
  • Ability to take direction, be adaptable, and balance multiple priorities.
  • A positive and collaborative demeanor.

Why Join Us? This is an exciting opportunity to be part of a dynamic team where your contributions will make a significant impact. This role is for you if you are a motivated individual with a passion for administrative excellence and a desire to work in a collaborative environment.