Administrative Associate

Job Description

About Vanguard

Founded in 1975, Vanguard is one of the world&aposs leading investment management companies. The firm offers investments, advice, and retirement services to tens of millions of individual investors around the globedirectly, through workplace plans, and through financial intermediaries.

Vanguards India Office

Vanguards office in India is a significant milestone in our global expansion. We are committed to establishing an enduring technology center in Hyderabad, Telangana and are excited to be adding talent who will focus on Artificial Intelligence (AI), mobile, and cloud-based technologies that drive our business outcomes and deliver a world-class experience for our clients.

Role Summary:

The Administrative Associate is responsible for ensuring smooth office operations by managing clerical tasks, coordinating schedules and providing administrative support to teams and executives. The role involves managing office functions, overseeing vendor coordination and ensuring compliance with corporate policies.

Responsibilities:

- Oversee day-to-day office operations, ensuring seamless coordination between departments and addressing administrative requirements efficiently.
- Manage executive and departmental calendars, schedule meetings, book conference rooms and coordinate logistics, including travel arrangements and refreshments as needed.
- Handle incoming calls, emails and official correspondence, ensuring timely responses and maintaining professional communication with internal and external stakeholders.
- Prepare memos, reports, meeting minutes and presentations while maintaining an organized filing system for critical documents, contracts and office records.
- Research, evaluate and negotiate with vendors for office supplies, equipment and outsourced services, ensuring cost-effective and high-quality procurement.
- Assist in tracking departmental expenses, preparing budgets and ensuring resource allocation aligns with company policies and financial planning.
- Organize office events, employee engagement activities and team-building initiatives, handling logistics, venue selection and vendor coordination.
- Assist in office space planning, relocations and workstation allocations, ensuring a well-organized and efficient working environment.
- Manage communication workflows and documentation with a high degree of accuracy, ensuring confidentiality and timely dissemination of key information.
- Provide guidance and support to less experienced administrative staff, helping them understand processes and improve performance.
- Support calendar management, communication, and travel coordination as top priorities in the initial 6 months.
- Demonstrate independent judgment and follow established procedures, particularly when managing executive-level responsibilities.
- Collaborate effectively across departments and with leadership, maintaining a professional demeanor in fast-paced, complex environments.

Qualifications:

- Minimum 1 year of relevant work experience, with hands-on experience in office administration, executive assistance or clerical support roles.
- Bachelors degree (B.Com/ BBA) or Diploma in Business Administration or a related field.
- Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and administrative tools.
- Working knowledge of collaboration platforms such as SharePoint, Microsoft Teams, and Google Workspace is preferred.
- Excellent organizational and multitasking abilities with a strong eye for detail and process improvement.
- Strong verbal and written communication skills, ensuring effective coordination and professional correspondence.
- Proven ability to manage complex calendars, handle sensitive communications, and coordinate travel for senior leadership.
- Experience working in MNCs, large corporates, or Financial Services Global Capability Centers is a strong advantage.
- Demonstrated behavioral competencies, including time management, adaptability, professionalism, collaboration, and the ability to manage conflict and instill trust.
- Growth mindset with strategic thinking and business acumen to support evolving administrative demands.

Location

This role is based in Hyderabad, Telangana at Vanguards India office. Only qualified external applicants will be considered.

Our mission

Vanguard adheres to a simple purpose: To take a stand for all investors, to treat them fairly, and to give them the best chance for investment success.

Our commitment to you

Vanguard takes the same long-term view of your successat work and in lifewith Benefits and Rewards packages that reflect what you care about, throughout all the phases and stages of your life. Our Total Rewards programs provide you and your loved ones with wellness support for key areas in your life:

Financial wellness

We&aposre committed to enabling your financial success and provide competitive offers and programs.

Physical wellness

We&aposre committed to providing benefits that support your physical health and wellness.

Personal wellness

We&aposre committed to providing resources that help support the full scope of your life.

How we work

Vanguard has implemented a hybrid working model for most of our employees (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.

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