Senior Administrative Assistant providing support to Prime’s Senior Leadership Team in a hybrid role. Managing calendars, coordinating travel, and handling administrative tasks.
About the role
- Administrative Associate managing schedules, events, and administrative tasks for the Product and Portfolio Strategy team at Vanguard. Requires strong organizational skills and proficiency in Microsoft Office.
Responsibilities
- Maintain a complex and ever-changing calendar across time zones, proactively rearranging and rescheduling meetings based on priorities
- Organize and coordinate events, including full-day and multi-day on-sites and offsites
- Manage expense reports and order/inventory department office supplies as needed
- Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages
- Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials
- Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease
- Quickly identify clients, their affiliates, and their emails appropriately
- Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.)
- Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces
- Participate in special projects and perform other duties as assigned
Requirements
- Minimum of 3 years of administrative or related experience
- High school diploma or an equivalent combination of training and experience; Associate degree or related degree preferred
- Ability to follow established procedures and guidelines
- 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.
Benefits
- Flexible working model
- Competitive salary
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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