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.
The Role
We are seeking a highly organized, proactive, and resourceful individual to serve as both Executive Assistant and Office Administrator to support our growing Dublin office (currently circa 100 staff).
This dual-role supports senior leadership with executive-level assistance while assisting with day-to-day administrative tasks in the office. The ideal candidate will be a confident communicator, a skilled multitasker, and a trusted team player. Previous experience of collaborating with local office support team including Office Manager, Chief of Staff etc. and global team members in a similar role is ideal.
In this role you will
Provide high-level administrative support to senior executives, including calendar management, travel arrangements, and meeting coordination
Prepare and edit correspondence, reports, presentations, and other documents
Act as a liaison between executives and internal/external stakeholders
Manage confidential information with discretion and professionalism
Support strategic initiatives and assist with project tracking and reporting
Coordinate and prepare materials for board meetings and leadership reviews
Assist with general office operations including supplies, equipment, and vendor management
Managing expenses and other board and executive support as required
Maintain a well-organised and welcoming office environment
Manage incoming communications and ensure timely responses or redirection
Organise company events, meetings, and team-building activities
Participate in special projects and perform other duties as assigned
What it takes
Proven experience as an Executive Assistant, Personal Assistant or similar role
Excellent organisational and time-management skills
Strong written and verbal communication abilities
Proficiency in Microsoft Office Suite and collaboration tools (e.g., Teams, SharePoint etc.)
Experience of working with sensitive information with integrity and confidentiality
A flexible & adaptable approach, and able to work independently or as part of a team
Experience in a fast-paced corporate or project-based environment.
Project coordination or support experience
Special Factors
Vanguard is not offering sponsorship for this position
This is a hybrid position and the successful candidate will be required to work in the Dublin office 3 days per week with flexibility on these days
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.
