Vanguard
Business & Administrative Coordinator, PRD Europe
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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
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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
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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.
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