Overview
Vanguard is the only company built for investors, fueled by a distinct core purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success. As Vanguard’s direct provider, Personal Investor plays a special role in that mission. When investors come to us directly, they are choosing to have a deep, enduring relationship with Vanguard. They are choosing much more than our products—they are choosing purpose-driven crew, a disciplined client offer, and an experience built to make each client a better investor.
The Personal Investor division supports clients through every step of their financial journey including prospective clients, new investors navigating investing, education savings, financial advice, retirement, and more.
The Senior Administrative Associate (Executive Assistant) will provide essential administrative services and support to the Managing Director, Personal Investor. The successful candidate in this role will be a proactive, detail-oriented professional with exceptional organizational and communication skills. High degree of professionalism and strong work ethic coupled with a sense of responsibility and integrity. Ability to work independently with minimal direction, work under tight time constrains, and be able to prioritize work.
In this role you will
Support the Managing Director, Personal Investor with all day-to-day matters, managing a complex calendar for internal and external meetings, coordinating travel, handling correspondence and expense reporting.
Perform advanced and diversified administrative duties requiring broad and comprehensive experience, skill and application of the organization's policies and practices. Employ the utmost confidentiality and diplomacy when handling internal requests or preparing various reports.
Craft, prioritize and coordinate communications and other correspondence with internal and external stakeholders. Independently responds to routine correspondence per standing instructions and elevates those issues outside of these guidelines.
Complete special projects on behalf of the Managing Director, Personal Investor with skillful oversight and support.
Hold monthly meetings with divisional administrative assistants, keeping them updated on divisional changes. This position requires an exceptional team player who is proactive, organized, detail‐oriented with a strong sense of engagement and urgency to complete tasks.
The ideal candidate excels at these top capabilities
-
Experience supporting C-level and senior level executives – technical and subject matter expertise required for the job.
-
Superior attention to detail – ability to anticipate needs and provide seamless execution of planning for meetings, events and travel.
-
Strong judgement (solid decision-making skills) – ability to make well-informed, effective, and timely decisions by assessing situations accurately, considering all relevant factors, weighing potential outcomes, and maintaining confidentiality, especially in high-pressure or sensitive environments.
-
Strong team collaboration – ability to collaborate effectively with colleagues, communicate openly, support team goals, contribute to a positive work environment, and assist others in achieving collective objectives, ensuring the smooth functioning of executive operations.
-
Excellent interpersonal skills, including the ability to build strong rapport with Senior Staff, the Personal Investor senior leadership team, Personal Investor Chief of Staff, administrative staff and internal partners. Navigating our organization and partners with humility, transparency, inclusivity, and agility.
-
Effective written and verbal communication skills.
-
Business acumen – understanding of the organization’s operations and functions as well as industry.
-
Strategic thinking – working through ambiguity, seeing the big picture, and identifying future possibilities.
-
Persuasion and Influence – understands the importance of insightful listening and can provide information and messages in a way that produces clarity and impact. Exhibits a high level of cultural competence and authenticity to garner the respect, trust, and support of others to constructively challenge the status quo often in circumstances without formal authority.
- Continuous improvement (results oriented) – setting high personal standards of excellence and continuously looking for ways to improve and optimize processes, drive efficiencies and value add. Investing and taking appropriate risks while evaluating potential return.
What it takes
-
Minimum of five years administrative experience supporting senior executives.
-
High school diploma or an equivalent combination of training and experience; Associate's degree or Secretarial School degree preferred.
-
Proficiency in MS Office Suite and calendar management tools.
Special Factors
Sponsorship
Vanguard is not offering visa sponsorship for this position.
About Vanguard
We are Vanguard. Together, we’re changing the way the world invests.
For us, investing doesn’t just end in value. It starts with values. Because when you invest with courage, when you invest with clarity, and when you invest with care, you can get so much more in return. We invest with purpose – and that’s how we’ve become a global market leader. Here, we grow by doing the right thing for the people we serve. And so can you.
We want to make success accessible to everyone. This is our opportunity. Let’s make it count.
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.
