Administrative Associate Product & Portfolios, FAS

Scottsdale, AZ - USA

Monthly Salary: Not Disclosed

Posted on: 12 hours ago

Vacancies: 1 Vacancy

Job Summary

As an Administrative Associate you will play a crucial role in ensuring the smooth operation of our Product and Portfolio Strategy 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.

Key Responsibilities:

Calendar Management:Maintain a complex and ever-changing calendar- across time zones 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.
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.
- Strong organizational and interpersonal skills.
- Ability to take direction be adaptable and balance multiple priorities.
- A positive and collaborative demeanor.
- Proficient in Microsoft Office Suite (Outlook Word Excel PowerPoint) and familiarity with office productivity tools such as SharePoint Teams or Google Workspace is a plus.
- Strong time management attention to detail organizational skills and verbal/written communication are essential.
- Ability to multitask and handle confidential information with discretion.

Special Factors

Sponsorship

Vanguard is not offering visa sponsorship for this position.

About Vanguard

At Vanguard we dont just have a missionwere 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.

Required Experience:

Key Responsibilities:

Calendar Management:Maintain a complex and ever-changing calendar- across time zones 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.
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.
- Strong organizational and interpersonal skills.
- Ability to take direction be adaptable and balance multiple priorities.
- A positive and collaborative demeanor.
- Proficient in Microsoft Office Suite (Outlook Word Excel PowerPoint) and familiarity with office productivity tools such as SharePoint Teams or Google Workspace is a plus.
- Strong time management attention to detail organizational skills and verbal/written communication are essential.
- Ability to multitask and handle confidential information with discretion.