Administrative Associate: Data Defense & Governance, IT

Provides administrative support to a department, operating under direct supervision.

Are you an organized, detail‑oriented early‑career professional who enjoys keeping teams running smoothly? Do you take pride in strong communication, thoughtful scheduling, and supporting others in meaningful work? If you’re ready to grow your career while supporting innovative Data Analysts in a fast‑paced IT environment, this could be a great next step.

### About the Role

We’re looking for an Administrative Associate to support a team of IT Data Analysts who solve complex problems and deliver insights that matter. In this role, you’ll be a trusted partner—keeping calendars aligned, priorities on track, and day‑to‑day operations running seamlessly.

This is an excellent opportunity for someone early in their career who has hands‑on administrative, leadership, or scheduling experience and wants exposure to a professional IT environment with room to learn and grow.

What You’ll Do

Stay Organized \& On Track

• Manage calendars, files, records, and digital documentation with accuracy and care
• Track deadlines, action items, and follow‑ups to ensure nothing falls through the cracks
• Maintain orderly systems that help the team stay focused and productive

Communicate with Confidence

• Draft and manage professional emails, correspondence, and basic reports
• Communicate clearly and respectfully with team members, leaders, and partners
• Listen closely to requests, ask clarifying questions, and anticipate needs

Manage Time \& Priorities

• Balance multiple priorities while staying calm and adaptable
• Respond effectively to changing deadlines and urgent requests
• Proactively schedule and coordinate meetings to support team leaders

Use Technology Effectively

• Work confidently in Microsoft M365 (Outlook, Word, Excel, PowerPoint, Teams)
• Manage calendars, meeting tools, virtual links, and shared files
• Maintain digital documents and collaborate using file‑sharing platforms

Coordinate Scheduling \& Logistics

• Schedule meetings, reserve rooms, manage agendas, and prepare materials
• Coordinate virtual meetings and in‑person logistics
• Support basic travel, expense, and event coordination as needed

What We’re Looking For:

Required Skills \& Experience

• Strong organization skills and attention to detail
• Clear written and verbal communication abilities
• Ability to manage time, prioritize tasks, and handle shifting requests
• Comfort using Microsoft Office / M365 tools
• Experience scheduling meetings or coordinating logistics (academic, volunteer, or professional experience welcomed)
• At least 2 years of administrative or related experience, ideally in a medium to large organization

Nice to Have

• Early leadership experience (office coordination or similar)
• Exposure to professional or corporate environments
• Interest in technology, data, or IT‑related work
• Experience supporting teams rather than working independently

Why You’ll Enjoy This Role:

• -------------------------------
• Entry‑level role with meaningful responsibility and visibility
• Support collaborative, analytical teams doing impactful IT work
• Build professional skills in communication, organization, and coordination
• Gain experience in a structured environment with supportive leaders

If you’re ready to bring your organizational strengths, scheduling skills, and positive energy to a role where your work truly supports others, we’d love to hear from you.

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.