Vanguard Australia
Executive Assistant
To take a stand for all investors, treat them fairly, and give them the best chance for investment success.
Administration
Full-time
Office | Melbourne, VIC, Australia
Visa sponsorship · No
Mid Level · A role for someone with some well-developed knowledge and skills they can bring to the role and team. Typically within 2-5 years of experience.
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Why Vanguard Australia
Since our founding in 1975, helping investors achieve their goals has been our main reason for existence. At Vanguard, we’re built differently. Vanguard is investor-owned, meaning the fund shareholders own the funds, which in turn own Vanguard. When you’re surrounded by people who care about the same things, things tend to fall into place.
With no other parties to answer to and therefore no conflicting loyalties, we make every decision—including keeping investing costs as low as possible—with your needs in mind. Because of our unique structure, your goals align with our goals. Whether you’re investing for your first house, college for your kids, or a comfortable retirement, you can be confident we’re on your side. That’s the value of ownership!
About the role
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.
What you'll be responsible for
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Office and Team Coordination
Coordinate the smooth and effective day-to-day administrative operations of an office or team
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Diary Management
Track, manage, and prioritize the daily movements for business leaders to achieve the organization’s goals effectively
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Inbox Management
Track, prioritize, and action a leader’s email inbox to increase their overall productivity and efficiency
Skills you'll need
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Social skills
Behaves and communicates effectively in different social situations and with a variety of different people
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Flexibility
Copes with changes and ambiguity in varying circumstances and can adapt behaviour effectively
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Attention to detail
Accurately identifies and rectifies discrepancies or errors that exists in information and deliverables
Meet the team
