Job Description

The Role

As the Business & Administrative Coordinator for the Portfolio Review Department (“PRD”) in Europe, you will provide high-quality, proactive and detail-focused administrative, organisational and coordination support to the Head of Product & PRD, Europe, and the broader PRD Europe team.

You will help the PRD Leadership Team operate smoothly by managing meetings, logistics, actions and priorities, while also supporting team-wide coordination and taking on discrete projects as needed.

In this role you will

Reporting into the Head of Product & PRD, Europe (“Team Head”), and working very closely with the PRD Europe Chief of Staff, this role will have a number of important accountabilities:

• Proactive and efficient executive assistant support to the Team Head, including complex diary management, meeting coordination, travel arrangements, expense support, and preparation for key meetings
• Support coordination of PRD LT meetings and team forums by preparing agendas, gathering inputs, capturing actions, tracking follow-ups and ensuring materials are clear, timely and well organised
• Support business coordination across PRD Europe and the Global PRD team helping to maintain team plans, trackers, key dates, team communications, distribution lists, onboarding materials and other departmental activities
• Ownership of discrete projects, team initiatives or other duties as assigned or needed, coordinating stakeholders, managing timelines, tracking actions and ensuring progress is visible to the Team Head and LT
• Improve day-to-day ways of working by identifying opportunities to simplify processes, improve information flow and make better use of tools and technology within the team
• Manage the preparation and coordination of logistics, such as rooms, venues, catering etc., for internal engagements, including leadership meetings, townhalls, offsites, team updates, team socials, business reviews and other team-wide events

What it takes

• Experience as an executive assistant, team assistant, business coordinator or similar role, ideally within financial services or another highly regulated, fast-paced environment
• Excellent organisational skills, with the ability to manage multiple priorities, anticipate needs, follow through on actions and keep senior leaders prepared and on track
• Strong communication skills, sound judgement and the confidence to build trusted relationships with leaders, assistants and stakeholders across the business
• A high level of discretion and professionalism, with the ability to handle sensitive information, manage confidential matters and represent the team positively

Special Factors 

• Vanguard is not offering sponsorship for this position
• This is a hybrid position and would require you to work in the office 3 days per week (Tuesday, Wednesday & Thursday)
• Please note that we review applications on a rolling basis and may close this role early if there is a high level of interest. To avoid missing out, we recommend applying as soon as possible

Why Vanguard? 

Vanguard is a different kind of investment company. It was founded in the United States in 1975 on a simple but revolutionary idea: that an investment company should manage its funds solely in the interests of its clients. 

This is a philosophy that has helped millions of people around the world to achieve their goals with low-cost, uncomplicated investments. 

It's what we stand for: value to investors.

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.