This Executive Assistant (EA) role will be supporting the Managing Director for International (Senior Staff) providing high-level administrative support, ensuring seamless daily operations, effective time management, and efficient coordination of priorities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced environment. The role will also be reporting to and supporting the Chief of Staff with ad-hoc project work/support as highlighted below.
This Executive Assistant (EA) role will be supporting the Managing Director for International (Senior Staff) providing high-level administrative support, ensuring seamless daily operations, effective time management, and efficient coordination of priorities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced environment. The role will also be reporting to and supporting the Chief of Staff with ad-hoc project work/support as highlighted below.
Key Responsibilities include:
Executive Support
- Manage complex calendars, scheduling meetings, and prioritizing appointments based on business needs.
- Handle confidential correspondence, emails, and calls, ensuring prompt and professional communication.
- Prepare and edit documents, reports, presentations, and meeting materials
- Coordinate domestic and international travel arrangements, including visas, accommodation, and itineraries.
- Serve as a gatekeeper, filtering requests and ensuring the executive’s time is used effectively.
Meeting & Event Coordination
- Plan, organize, and facilitate meetings, including agenda preparation, note-taking, and follow-ups.
- Arrange internal and external events, Owns and manages the agenda development for ILT offsites working with other markets and the CoS, and leadership team engagements.
- Liaise with key stakeholders to ensure smooth execution of meetings and events.
Operational & Project Support
- Assist with strategic projects, providing administrative and logistical support.
- Conduct research and compile insights to support decision-making.
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.