Vanguard · London
People & Recruiting
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.