Executive Assistant to the Managing Director of International (12-Month Contract)

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.