Administrative Associate, Wealth Management, Personal Wealth Division

Title: Administrative Associate: Wealth Management, Personal Wealth Division

Location: Scottsdale, AZ - Charlotte, NC - Dallas/Ft. Worth, TX.

Full time

Job Description:

About the Role

We are seeking a highly capable Administrative Associate to support a Senior Leader within the Personal Wealth Division (Wealth Management). This role goes beyond traditional administrative support and is best suited for someone who thrives as a strategic partner, project manager, and trusted advisor to executive leadership.

The successful candidate will function as a de facto Chief‑of‑Staff, helping drive priorities forward, anticipate needs, and ensure operational excellence across a fast‑paced, high‑visibility business. This is a high‑impact role supporting a leader responsible for a significant portion of the Wealth Management Advice organization.

What You’ll Do

This role combines executive support with strategic coordination and project ownership.

 

Strategic & Executive Partnership

• Serve as a trusted partner to senior leadership, proactively identifying needs, risks, and priorities
• Anticipate upcoming deliverables and prompt action (e.g., leadership meetings, skip‑level interviews, planning cycles)
• Operate with sound judgment and discretion in a highly visible executive environment

 

Project & Program Management

• Own planning and execution for leadership meetings, offsites, and on-site meetings
• Develop agendas, coordinate inputs across teams, track follow‑ups, and ensure readiness
• Help sequence work, manage timelines, and keep initiatives moving forward

 

Advanced Administrative Support

• Manage complex, executive‑level calendars and coordinate across other admins
• Independently resolve scheduling conflicts and logistics
• Prepare leaders for meetings with accurate, timely materials

 

Executive Communications & Presentations

• Create and refine executive‑level PowerPoint presentations
• Partner with the leader on messaging, flow, and content for leadership audiences
• Ensure materials are polished, accurate, and ready for senior consumption

 

Tools & Operations

• Manage expenses and administrative workflows (e.g., Concur)
• Leverage Microsoft Office at an advanced level
• Adopt new tools and AI‑enabled workflows as they are introduced across the enterprise

Must‑Have Capabilities

Senior executive administrative experience in a large corporate setting.
Strong project management ownership (agendas, timelines, coordination, follow‑through)
Strategic mindset – able to think ahead, challenge priorities, and operate as a thought partner
Advanced PowerPoint skills with experience creating executive and leadership presentations
Expert calendar management in a complex, fast‑moving environment
 Proven ability to work independently, exercise judgment, and manage ambiguity
 High level of professionalism, organization, resilience, and executive presence

Special Factors

Sponsorship

Vanguard is not offering visa sponsorship for this position.

 

About Vanguard

At Vanguard, we don't just have a mission—we're on a mission.

 

To work for the long-term financial wellbeing of our clients. To lead through product and services that transform our clients' lives. To learn and develop our skills as individuals and as a team. From Malvern to Melbourne, our mission drives us forward and inspires us to be our best.

 

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.