Job Description
Provides administrative support to a department and senior leader (MD-1).
About Vanguard
More than 45 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.
Team & Opportunity
Vanguard Australia is seeking an Executive Assistant to provide administrative support to an Executive, along with their divisional leadership Team (LT), enabling their effectiveness and success.
In this role you will act as a trusted partner to the LT, offering support and strategic perspective to help achieve business objectives.
Core Responsibilities
Supports the Head of Product Offer in running a high performing Leadership Team and broader Product Offer division
Coordinates all Product Offer Leadership Team Meetings. Creates and develops content and agendas, engages presenters and coordinates outputs. Ensures meetings are run effectively and efficiently, tracking, and following up on all action items. Manages meeting formats and modifies as needed in partnership with Product Offer LT members.
Schedules meetings, coordinates location, and notifies parties. Makes travel arrangements and orders refreshments if necessary.
Maintains calendar for department leader.
Creates high level presentations, for use by the Head of Product Offer and LT for various internal and external speaking engagements. Collates relevant data and provides information in a user-friendly and creative format on a wide variety of topics as assigned by the HO.
Works with the Product Offer LT in developing the Product Offer annual strategic business plan and OKRs. Demonstrates initiative and creativity by working with the HO Product Offer and LT to refine and execute strategy plans and goals. Reports out to relevant VIA leaders on progress against plans on behalf of the HO.
Supports the Head of Product Offer in managing their compliance obligations under the Financial Accountability Regime by ensuring key topics are covered in Leadership Team meetings and recordkeeping key decision points
Maintains strong knowledge of applicable company and VIA business process, policies, and procedures. Maintains awareness of business competitors, keeps current with financial services and legal environments.
Participates in special projects and performs other duties as assigned.
Qualifications
Proven experience as an Executive Assistant or similar role, with a track record of supporting senior leaders.
Positive ‘can do’ attitude with excellent communication skills, both written and verbal. Can effectively interact with a diverse group of stakeholders.
Experience with supporting board relations and administration highly valued.
Proficiency in Microsoft OneNote and other Microsoft Office applications.
Strong organizational skills with a keen ability to anticipate needs and manage multiple priorities.
Demonstrated ability to think strategically and manage complex scheduling and logistical challenges.
A proactive and solution-oriented mindset with a strong commitment to delivering high-quality support.
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.
About Vanguard
More than 45 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.
Team & Opportunity
Vanguard Australia is seeking an Executive Assistant to provide administrative support to an Executive, along with their divisional leadership Team (LT), enabling their effectiveness and success.
In this role you will act as a trusted partner to the LT, offering support and strategic perspective to help achieve business objectives.
Core Responsibilities
Supports the Head of Product Offer in running a high performing Leadership Team and broader Product Offer division
Coordinates all Product Offer Leadership Team Meetings. Creates and develops content and agendas, engages presenters and coordinates outputs. Ensures meetings are run effectively and efficiently, tracking, and following up on all action items. Manages meeting formats and modifies as needed in partnership with Product Offer LT members.
Schedules meetings, coordinates location, and notifies parties. Makes travel arrangements and orders refreshments if necessary.
Maintains calendar for department leader.
Creates high level presentations, for use by the Head of Product Offer and LT for various internal and external speaking engagements. Collates relevant data and provides information in a user-friendly and creative format on a wide variety of topics as assigned by the HO.
Works with the Product Offer LT in developing the Product Offer annual strategic business plan and OKRs. Demonstrates initiative and creativity by working with the HO Product Offer and LT to refine and execute strategy plans and goals. Reports out to relevant VIA leaders on progress against plans on behalf of the HO.
Supports the Head of Product Offer in managing their compliance obligations under the Financial Accountability Regime by ensuring key topics are covered in Leadership Team meetings and recordkeeping key decision points
Maintains strong knowledge of applicable company and VIA business process, policies, and procedures. Maintains awareness of business competitors, keeps current with financial services and legal environments.
Participates in special projects and performs other duties as assigned.
Qualifications
Proven experience as an Executive Assistant or similar role, with a track record of supporting senior leaders.
Positive ‘can do’ attitude with excellent communication skills, both written and verbal. Can effectively interact with a diverse group of stakeholders.
Experience with supporting board relations and administration highly valued.
Proficiency in Microsoft OneNote and other Microsoft Office applications.
Strong organizational skills with a keen ability to anticipate needs and manage multiple priorities.
Demonstrated ability to think strategically and manage complex scheduling and logistical challenges.
A proactive and solution-oriented mindset with a strong commitment to delivering high-quality support.
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.
💡 Quick Summary
Seeking a career-building opportunity? The Executive Assistant position is now open for candidates interested in the Admin Executive sector. This role in Melbourne offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
