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.
It is a philosophy that has helped millions of people worldwide to achieve their goals with low‑cost, uncomplicated investments.
It is 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 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 working with sensitive information with integrity and confidentiality
* A flexible & adaptable approach, 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.
Location: Dublin, County Dublin, Ireland
Salary: €60,000.00 – €65,000.00
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