Administrative Associate

Overview

This position offers proactive administrative and operational assistance to the Head of Middle Office Operations Europe and the leadership team, facilitating efficient daily functions within a dynamic global setting. The role also supports the wider Fund Ecosystem (EIS) by coordinating events, liaising with stakeholders, and organizing office activities in Dublin and London.

Role Context

The Middle Office is integral to Vanguard’s fund ecosystem, managing the trade lifecycle, investment transactions, and data to support decision-making across front and back-office teams. This role ensures smooth collaboration and execution within that environment.

Key Responsibilities

• Efficiently manage complex calendars for the Head of Middle Office Operations Europe and other leaders.
• Arrange travel, expense submissions, and logistical details including office/room preparations during travel.
• Prioritize and arrange meetings with global stakeholders.
• Organize Fund Ecosystem events such as AMA sessions, appreciation events, leadership visits, and offsites, handling invitations, attendance tracking, catering, logistics, and AV coordination.
• Assist with visitor management including guest registration, meet-and-greet services, and coordinating reception.
• Serve as a liaison for Middle Office leadership, EIS teams, and an administrative network, supporting scheduling and drafting internal communications.
• Participate in bi-weekly EIS Administrative Associate meetings, maintain distribution lists, and support crew engagement activities including merchandise distribution.
• Provide operational and communication support for Dublin and London offices, including event assistance and promoting EIS updates.

Essential Skills and Abilities

• Exceptional organizational and time management proficiency to handle multiple priorities effectively.
• Excellent verbal and written communication skills with great attention to detail and quality execution.
• Capability to prioritize tasks and exercise sound judgment in a fast-moving environment.
• Strong stakeholder management skills, especially with senior leadership.
• Adaptability and resilience under evolving demands and challenges.

Preferred Qualifications

• Previous experience supporting senior management in corporate or financial services settings.
• Basic knowledge of investment operations or fund lifecycle concepts.
• Professional demeanor and strong executive presence.
• Advanced skills in Microsoft Office tools including Outlook, PowerPoint, and Teams.
• Experience coordinating projects and collaborating across teams.
• Proactive approach focused on anticipating requirements and resolving issues.

Additional Information

• Success is defined by becoming a trusted partner for leadership, streamlining operations, and ensuring seamless coordination across teams and events.
• Visa sponsorship is not available for this role.
• Vanguard embraces a hybrid work model to balance flexibility with opportunities for in-person collaboration and connection.