Administrative Coordinator

Provides administrative support to a department, operating under direct supervision.

About Vanguard

More than 50 years ago, John C. Bogle had a vision to start an investment company that did things differently. A company with no external shareholders. Where all the profits were invested back into the business and used to lower costs. Evidently, it was as bold as it was brilliant. To this day, Vanguard Group still has no external shareholders. That means no share prices to protect, and no profits to generate for outside owners.

Today, Vanguard is one of the world’s largest investment management companies, serving more than 50 million investors worldwide. For more than 25 years Vanguard Australia has been supporting individual investors, financial advisers, and superannuation members to achieve their long-term financial goals.

Our Team & Opportunity

Vanguard Australia is seeking an Administrative Assistant to provide support to our Head of Middle Office Operations – Australia along with their divisional leadership Team (LT), enabling their effectiveness and success.

In this role you will act as a trusted partner to LT, offering support and strategic perspective to help achieve business objectives.

What You’ll Be Responsible For

• Proactively manage the Leadership Team’s (LT) schedule to maximize productivity and effectiveness, ensuring all logistics are arranged well in advance.
• Develop a deep understanding of the business and LT priorities, using this insight to provide informed support and anticipate future needs and challenges.
• Prepare high-quality memos, correspondence, reports, meeting minutes, presentations, and key collateral such as divisional and quarterly business updates.
• Coordinate connection points including LT meetings, planning sessions, offsites, and town halls to foster alignment and collaboration.
• Track and follow up on open tasks to ensure timely completion and accountability.
• Maintain LT calendars, coordinate travel arrangements, and manage expense claims with precision and efficiency.
• Provide flexible assistance on additional tasks as required.

What We’re Looking For

• Prior Experience: some exposure to a similiar role or supporting senior leaders.
• Exceptional Communicator: Strong written and verbal communication skills with the ability to engage effectively across diverse stakeholders.
• Tech-Savvy: Proficiency in Microsoft Office and related tools.
• Organizational Excellence: Outstanding ability to anticipate needs, prioritize, and manage multiple tasks seamlessly.
• Strategic Thinker: Skilled at navigating complex scheduling and logistical challenges with foresight and creativity.
• Proactive Problem-Solver: A solution-oriented mindset committed to delivering high-quality outcomes.
• Trusted Professional: High level of discretion and confidentiality in handling sensitive information.

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. We empower our crew to contribute their distinct strengths to achieving Vanguard’s core purpose through our values.

When all crew members feel valued and included, our ability to collaborate and innovate is amplified, and we are united in delivering on Vanguard’s core purpose.

Our core purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.

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.